Field of studyBusiness Administration, Public Administration (or related)
Study levelBachelor's
Preferred qualifications
CertificationsCIPS Level 2
Original posting
Office/Unit/Project Description
UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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 is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.
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 its clients and key stakeholders.
Scope of Work
Under the guidance and direct supervision of the Deputy Resident Representative, Operations Manager, or Procurement Analyst, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.
Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management.
Organize procurement processes for CO, projects, and other UN Agencies.
Provide guidance and inputs to the project team on procurement plans for the country office and projects.
Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations.
Provide guidance to evaluation panel members on UNDP evaluation methodologies, compliance criteria, and scoring guidelines immediately following a procurement advertisement**.**
Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
Proactively monitor open Purchase Orders (POs) and follow up with project managers and end-users to ensure the timely receipting of goods/services and the systematic closure of completed POs in the system.
Support strategic procurement by actively collaborating with end-users to review procurement plans and consolidate/bulk similar requests across projects, improving process efficiency and securing economies of scale.
Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
Prepare reports on procurements in CO
Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.
Develop and update rosters of suppliers.
Implement supplier selection and evaluation.
Provide suppliers with training on the UNDP Quantum portal
Work with UN sister agencies in establishing LTAs
Facilitate procurement knowledge building and knowledge sharing in CO.
Organize procurement training for operations and project staff.
Organize procurement training for vendors on e-procurement modules.
Synthesize lessons learned and best practices in procurement.
Make sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Supervisory/Managerial Responsibilities: The Procurement Associate have no supervisory responsibility.
Institutional Arrangement
The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.
Competencies
Core Competencies
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
Cross-Functional & Technical competencies
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
Minimum Qualifications
Education
Secondary education is required, or
University Degree (Bachelor’s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage
Experience
Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level.
Required skills
Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP.
Desired skills
Experience in public sector procurement of goods and services.
Experience in using Enterprise Resources Planning Systems (ERP) and E-procurement tools.
Experience in developing and updating supplier’s database.
Experience supporting procurement activities in UN/INGO/Government/large organizations.
Experience providing administrative and logistics support, including procurement record management, vendor coordination, inventory management, and delivery tracking.
Additional years of relevant procurement/administrative experience beyond the minimum requirement.
Language
Fluency in English is required.
Knowledge of one of the local languages (Mandinka, Fula, Wolof) is desired.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
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.
Use of AI by candidates
Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.