Procurement Associate

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.

UNDP Pakistan is currently a Large sized office. The Office has been increasing the programme delivery from $ 50 Million in 2020 to $60 million in 2022 under Four Programme Portfolios and various projects under their domain.

Under the guidance and direct supervision of Procurement Specialist, the Procurement Associte provides leadership in execution of procurement services in UNDP Country Office, primarily focusing on Project Procurement activities, ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit

Duties and Responsibilities

1. Provide Support to Projects in developing TORs and specifications focusing on following results:

• Provide continuous support to staff on developing TORs. 
• Perform research and market analysis to provide support to requesting units and projects in preparing specifications for goods and assets that are required to be procured.
• Review and perform quality assurance of TORs and specification developed by the requesting unit and projects before initiation of procurement process. 
• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client- oriented procurement management system

2. Ensures administration and 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, proper functioning of a client- oriented procurement management system
• Ensuring implementation of POPP policies in the tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management.

3.  Organizes procurement processes assigned project focusing on achievement of the following results:

• Support project team in preparation of TOR’s .
• Organization of procurement processes including preparation and conducting RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Conduct formal market research through Expression of Interest (EOI), Pre-Qualifications, Request for Information (RFI) and Open Announcements.
• Preparation of purchase orders and contracts in and outside Quantum/UNAll, preparation of Recurring purchase orders for contracting of services, vendors’ creation in Quantum/UNAll. Buyers profile in Quantum/UNAll.
• Review of procurement processes conducted by the project; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• 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.
• Presentation of researched information on procurement in the project.
• Preparation of cost-recovery bills for the procurement services provided by UNDP to projects.
• Keep Record and responsible for proper achieving of completed cases at Procurement Unit Database.
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Conduct formal market research through Expression of Interest (EOI), Pre-Qualifications, Request for Information (RFI) and Open Announcements.

4.Ensures effective Contract Management and Risk Assessment:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Conduct formal market research through Expression of Interest (EOI), Pre-Qualifications, Request for Information (RFI) and Open Announcements.

5. Ensures effective Contract Management and Risk Assessment:

• Provide support and guidance to project staff in contract management and resolving issues and disputes with the contractors/service providers/vendors.
• Manage the Contract performance of different vendors and escalate to Head of Procurement regarding occurrences of non-performance by the vendors.
• Manage financial instruments such as bid securities, performance bank guarantees and performance bonds.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies
Core
Achieve Results:LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously:LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.  

Cross-Functional & Technical competencies

Thematic Area




NameDefinitionBusiness Direction & StrategySystem ThinkingAbility to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business managementCustomer 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 fulfil 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.

ProcurementData analysisKnowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations
ProcurementStakeholder managementKnowledge of contract management, principles and methods, and ability to apply this to strategic and/or practical situations
ProcurementSupplier/relationship managementThe ability to acquire (shop/procure/purchase) of goods, services or works from an outside external source in an open and transparent manner
ProcurementContract managementAbility to find, evaluate and engage suppliers of goods, works and services

Required Skills and Experience

Min. Education requirements

Higher Secondary education. OR

A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirements

Min. years of relevant work experience Minimum of 6 years (with high school education) or 3 years (with bachelor’s degree) of progressively responsible Procurement experience at the  UN Agencies and/or International development sector organizations is required.  
Required  skills 

• Excellent Communication Skills. 
• Excellent report writing and analytical skills;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based-management systems.

Desired skills in addition to the competencies covered in the Competencies section

• Experience of end to end procurement processes including but not limited to  preparation and conducting RFQs, ITBs or RFPs, receipt of quotations, bids or proposals.
• Experience is Qualification assessment of Bids , checking value for money, setting Quality assurance and Risk Mitigation 
• Knowledge of UN Agencies or International development Sector organizations system & online web-based systems. 
• Experience of working in a diverse multi – cultural, multi – ethnic environment

Required Language(s) Fluency in Urdu and English.
Professional CertificatesCIPS level 01 is required. CIPS level 02 will be an asset.

Disclaimer
Important information for US Permanent Residents ('Green Card' holders) 
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. 

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