Procurement Associate

Job Description
Agency:UNDP
Title:Procurement Associate
Job ID:21710
Practice Area – Job Family:Capacity Development – PROCUREMENT
Vacancy End Date:15/03/2019(Midnight New York, USA)
Duty Station:Beijing, China
Education & Work Experience:C-HS Graduate or Equivalent – 7 year(s) experience
Languages:Required:Chinese, English
                     Desired:
Grade:G7
Vacancy Type:FTA Local
Posting Type:External
Bureau:Asia & the Pacific
Contract Duration:1 Year with possibility for extension
Background
Under the guidance and direct supervision of the Operations Manager, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate supervises and leads the support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.
Duties and Responsibilities
Summary of Key Functions:
Administration and implementation of operational strategie
Organization of procurement processes
Implementation of sourcing strategy and e-procurement tools
Implementation and Management of Travel and Expense Module
Organization of logistical services
Facilitation of knowledge building and knowledge sharing
1. 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.
CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
Preparation of procurement plans for the office and projects and their implementation monitoring
Organization of procurement processes including preparation and conduct of 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.
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.
Review of procurement processes conducted by projects; 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 CO.
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Organization of joint procurement processes for the UN Agencies in line with the UN reform.
Preparation of Purchase orders and contracts in and outside Atlas, vendor creation in some small and medium, large offices are performed by Procurement Assistants. Preparation of Recurring POs for contracting services in medium and large offices are performed by Human Resources Assistants. Preparation of  Purchase orders and contracts in and outside Atlas in large offices with Service Centres or project offices can be performed by Service Administrators of Service Centres and Procurement Assistants of project offices
3. Ensures  implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures implementation and management of Travel and Expense module  focusing on achievement of the following results:
Act as main focal point of implementation and management of T&E module
Provide support for solving technical related issues and questions
Conduct regular payment and reconciliation check in the system
5. Ensures organization of protocol and logistical services focusing on achievement of the following results:
Provision of protocol services including visa processing, airport meeting and seeing off as well as related services
Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
Timely conducted 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:
Organization of trainings for the operations/ projects staff on Procurement and use of T&E module
Synthesis of lessons learnt and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.
Competencies
Competencies and Selection Criteria Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
Core
Innovation

Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs
Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others
People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making
Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value
Technical/Functional Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

and hiring managers are encouraged to familiarize themselves for more information

Advocacy

Competency Definition

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Building Strategic Partnerships

Competency Definition

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Client Orientations

Competency Definition

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Job knowledge

Competency Definition

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

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:

7 years of progressively responsible administrative experience is required at the national or international level. 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.

Language Requirements:

Fluency in the UN and national language of the duty station.

All female and male candidates are equally encouraged to apply.
Only applicants submitted through the link(https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=21710&hrs_jo_pst_seq=1&hrs_site_id=2) could be considered

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