Procurement Associate

Vacancy Announcement

Position title : Procurement Associate
Duty Station : Dili, Timor – Leste
Duration : 1 (one) Year, extendable
Expected Start date : October 2010
Type of Contract : Fixed Term Appointment
Level : GS-6
Organizational Unit : UNDP, Operation Unit


Organizational Context:
Under the guidance and supervision of the Procurement Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in Country Office (CO). The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Summary of Key Functions:

q Implementation of operational strategies
q Organization of procurement processes
q Implementation of sourcing strategy
q Control of assets
q Provision of logistical services
q Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of the operational strategies focusing on achievement of the following results:

q Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
q Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
2. Organizes procurement processes for CO, projects and at the request of other Agencies focusing on achievement of the following results:

q Preparation of procurement plans for the office and projects and their implementation monitoring.
q Organization of procurement processes including preparation and conduct of Request for Quotations (RFQs), Invitations to Bid (ITBs) or Requests for Proposals (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
q Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. . Buyers profile in Atlas.
q Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
q 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.
q Presentation of reports on procurement in the CO.
q Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
q Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

q Development update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures proper control of CO Assets focusing on achievement of the following result:

q Preparation of inventory reports.
q Implementation of Inventory and physical verification control in the CO and projects.

5. Ensures organization of logistical services focusing on achievement of the following results:

q Organization of travel including purchase of tickets, daily per diem calculation, purchase order preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
q Timely conducted daily per diem (Daily Subsistence Allowance or DSA), Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
q Organization of trainings for the operations/ projects staff on Procurement.
q Synthesis of lessons learnt and best practices in Procurement.
q Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.



Competencies

Corporate Competencies:

q Demonstrates commitment to UNDP’s mission, vision and values.
q Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning
q Shares knowledge and experience
q Encourages office staff to share knowledge and contribute to UNDP Practice Areas
q Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
q Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets
q Sound knowledge of financial rules and regulations
q Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management
q Focuses on result for the client
q Consistently approaches work with energy and a positive, constructive attitude
q Remains calm, in control and good humored even under pressure
q Demonstrates openness to change
q Responds positively to feedback and differing points of view

UNDP Procurement Certification programme

Minimum qualifications:

Education:

Required:
Secondary Education.

Not required but an advantage:
specialized training in procurement. University Degree in Business or Public Administration or similar subject.

Experience:

Required:
6 years of progressively responsible administrative or similar experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc)

Not required but an advantage:
knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements:

Tetum and English. Indonesian or Portuguese an advantage.

Please submit your applications with curriculum vitae, P11, references and other relevant supporting documents to the following address:


Human Resources Unit


UNDP Dili,


UN House Caicoli Street,


Dili, Timor-Leste
Email: personnel.tp@undp.org
Fax: +670 331 3534

The deadline for submitting applications is 18 September 2010

Only short-listed candidates will be notified. Eligible female candidates are strongly encouraged to apply.