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UNDP : Procurement Associate – Nairobi

UNDP - United Nations Development Programme

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JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Job Purpose and Organizational Context

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating. procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country Offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of this clients and key stakeholders

Under the overall guidance and supervision of the DRR and the direct guidance and supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit. The Procurement Associate works in close collaboration with the operations, programme, project staff in the CO, UN Agencies and UNDP HQs staff for resolving complete procurement-related issues and information exchange.

Duties and Responsibilities
1. Ensures implementation of the operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and
  • strategies; implementation of the effective internal control.
  • CO Procurement business processes mapping and elaboration of the content of internal standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with direct supervisor and office management.

2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results

  • Proper control of the supporting documents for Issuance of Individual Contracts; ensuring due process is followed in the advertisement, recruitment of consultants, preparation of TORs.
  • Shortlisting of Applicants; ensuring transparency through advertising/ Interview reports/desk reviews.
  • Prepare interview criteria in conjunction with hiring units and arrange for interviews.
  • Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) for SSA Contracts.
  • Advising the requesting/hiring units on the recruitment processes and ensuring dissemination of any information.
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Provision of inputs to preparation of procurement plans for the office.
  •  Preparation of Purchase orders and contracts in and outside Quantum, preparation of recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
  • Purchase orders for contracting of services, vendor creation in Quantum, maintenance of the filing system in the Procurement Unit and buyers profiles in Quantum.
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Provision of information for preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
  • Ensure Guidelines and modalities are in place for Cost recovery as well as solution to queries raised by Agencies on country office.
  • Prepare cost recovery summary for all Agencies that will be used as a basis of billing.
  • Prepare billing advises and send them to Agencies on a timely basis.
  • Actively Engage Agencies to ensure timely response in payment instructions and ensure that disputes regarding the cost recovery charged are resolved.
  • Follow-up on cost recovery payment with Agencies.
  • Presentation of reports on procurement (SSA) in the CO.
  • Preparation of cost-recovery bills in Quantum for the procurement services provided to other Agencies-UNIFEM, UNFPA, UNOPS, UNV, Non-Quantum agencies and UNDP. Generate reports from Quantum through the use of the UN Reports Module to assist in the Monitoring and Evaluation of the Cost Recovery Process.
  • Development and update of the rosters of consultants, implementation of supplier/Consultant selection and evaluation.
  • Preparation of procurement plans for the office and projects and their implementation monitoring. timely response to client queries.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

Development and update of the rosters of consultants, implementation of consultants selection

and evaluation.

  • Development and update of the rosters of consultants, implementation of consultant’s selection and evaluation

4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on

achievement of the following results:

  • Organization of trainings for the operations/ projects staff on Procurement; Synthesis of lessons learnt in recruitment of consultants.
  • Sound contribution to knowledge networks and communities of practice.
Competencies

Achieve Results:    LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:    LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:    LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility:    LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination:     LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner:    LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion:    LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Thematic Area Name Definition
Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services
Procurement Financial Analysis Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Procurement Procurement Management The ability to acquire goods, services or works from an outside external source.
Procurement Stakeholder Management Ability to work with incomplete information and balance competing interests to create value for all stakeholders
Business Management Customer Satisfaction/Client Management Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.

Provide inputs to the development of customer service strategy ·

Look for ways to add value beyond clients’ immediate requests ·

Ability to anticipate client’s upcoming needs and concerns
Business Management Risk Management Ability to identify and organize action around mitigating and proactively managing risks
Business Management Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media and other appropriate channels
Required Skills and Experience
Education:
  • Secondary education is required
  • A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but is not a requirement
  • CIPS level 2 is a requirement for this position.  If certification is not available at the time of recruitment, it should be obtained within one year.
Experience:
  • Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative experience required at the national and international level.
  • Experience in public sector procurement of good and services would be an advantage
  • Progressively responsible procurement experience is required at the national or international level
  • Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
  • Advance knowledge of automated procurement system, experience handling management systems
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements


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