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Background

Job Purpose and Organizational Context Purpose: Provides effective procurement services, consistent with UNDP rules and regulations.Reporting structure and partners: Reports to Procurement Analyst. Works in close collaboration with the operations, programme and project teams in the CO and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Ensures implementation of operational strategies through:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management;
• Participation in UNDP Projects Oversight and Support Team as assigned by the Office Management.

Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies through:

• Provision of inputs to preparation of procurement plans for the office and timely monitoring of their implementation;
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas;
• 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 Atlas for the procurement services provided by UNDP to other Agencies;
• Provision of inputs and support submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Support in UNDP corporate Dashboards oversight on procurement issues;
• Provision of inputs and support in implementation of joint procurement processes for the UN Agencies in line with the UN reform;
• Analysis of requirements and support in elaboration of proposals on common procurement, management of long-term agreements in line with the latest developments in common services and the best practices;
• Support CO vendor management arrangements (systematize and maintain vendor records, timely archive old and duplicated entries etc.).

Contributes to implementation of sourcing strategy through:

• Update of the rosters of suppliers.

Ensures facilitation of knowledge building and knowledge sharing in the CO through:

• Participation in the trainings for the operations/ projects staff on Procurement;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Core

• Innovation. Ability to make new and useful ideas work. Level 1: Support (Reliable Replication);
• Leadership. Ability to persuade others to follow. Level 1: Support (Reliable Replication);
• People Management. Ability to improve performance and satisfaction. Level 1: Support (Reliable Replication);
• Communication. Ability to listen, adapt, persuade and transform. Level 1: Support (Reliable Replication);
• Delivery. Ability to get things done. Level 1: Support (Reliable Replication).

Technical/Functional Primary

• Operational Efficiency. Ability to identify and execute opportunities to improve operational efficiency. Level 1: Support (Reliable Replication);
• Quality Assurance. Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled. Level 1: Support (Reliable Replication);
• Procurement.The ability to acquire goods, services or works from an outside external source, Level 1: Support (Reliable Replication).

Secondary

• Knowledge Management. Ability to efficiently handle and share information and knowledge; Level 1: Support (Reliable Replication);
• Team Building. Ability to work effectively with diverse groups of professionals towards common goals. Level 1: Support (Reliable Replication).

Required Skills and Experience

Education:

• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

• 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements:

• Fluency in English and Ukrainian.

APPLICATION INSTRUCTION:

If you wish to apply for this or other positions with UNDP, please visit UNDP website, section jobs and apply online.

DEADLINE FOR APPLICATIONS IS 11 OCTOBER 2018.