Procurement & Admin. Associate

Background

UNDP is the leading United Nations organization 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.

UNDP invests in improving access to rights and services through strengthening effective, inclusive and accountable governing institutions, promoting a transparent, gender-sensitive and digitalized public administration with innovative solutions.  UNDP focuses on the advancement rule of law and access to justice and facilitates people’s meaningful participation – in particular, women and youth - in decision-making to promote equality and social cohesion at local level.

As the integrator for collective action to realize the Sustainable Development Goals (SDGs), UNDP serves as the knowledge frontier organization for sustainable development in the UN Development System.  UNDP’s policy work carried out at HQ, Regional and Country Office levels offers a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy.

Under the broader framework of the SDGs and in line with the UN Sustainable Development Cooperation Framework (UNSDCF), UNDP Guyana continues to deliver on its key strategic priorities within its Country Programme.  For the period 2022-2026, significantly impacting (i) Economic Resilience and shared prosperity, (ii) Safety and Security, (iii) Natural Resource Management and Resilience to Climate Change, (iv) Equality and Well-being.

This strategic approach by UNDP to Guyana’s to national development priorities aims to advance human development based on economic, social and gender inequalities; supporting effective governance and social protection; and enabling sustainable low-carbon trajectories (including climate change adaptation,) all supported by digital transformation and strengthened data. 

Position Purpose

Under the guidance and direct supervision of the Operations Analyst, the Procurement/Admin Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency, and integrity.  The Procurement/Admin Associate supervises and leads the support staff of the CO Procurement/Admin Unit.  S/he promotes a client-focused, quality, and results-oriented approach in the Unit. 

The Procurement/Admin Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ as well as with vendors and Government officials to deliver information, provide advisory support, and resolve complex procurement-related issues. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1.) Administer and support implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

Example of Duties:   

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor. 
• Conducts research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies. 

  2.) Organize procurement processes for CO, projects, and collaborate with other UN Agencies.

  Example of Duties:   

  • Consolidate procurement plans for the office and projects and monitor their implementation for the country office and projects.
  • Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations. 
  • Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP). 
  • Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
  • Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

    3.)  Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.

    Example of Duties:   

    • Develop and update rosters of suppliers. 
    • Implement supplier selection and evaluation.

      4.) Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP.

      Example of Duties:   

      • 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.

        5.)  Ensures administration and implementation of the operational strategies focusing on administrative and financial control in the office, and oversight of common services

        Example of Duties:   

        • Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
        • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Quantum. 
        • Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
        • Proper inventory control; supervision of proper issuance of inventory items and supplies.
        • Preparation of inventory reports.
        • Implementation of Inventory and physical verification control in the CO and projects.
        • Supervises physical verification control by the support staff of the CO Procurement/Admin Unit.
        • Review of travel authorizations, documentation, payments.
        • Assistance in the preparation of budget, audit and other reports.
        • Provision of researched information, reports for audit exercises.
        • Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
        • Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

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

          Supervisory/Managerial Responsibilities: Supervises support staff in Procurement Unit

          Competencies Core : Full list of UNDP Core Competencies can be found here 

          📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

          ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

          Achieve Results

          LEVEL 2:  Scale up solutions and simplifies processes, balances speed and accuracy in doing work

          Think Innovatively

          LEVEL 2:  Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking 

          Learn Continuously

          LEVEL 2:  Go outside comfort zone, learn from others and support their learning

          Adapt with Agility 

          LEVEL 2: Adapt processes/approaches to new situations, involve others in change process Act with Determination  LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

          Engage and Partner

          LEVEL 2:  Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

          Enable Diversity and Inclusion

          LEVEL 2:  Facilitate conversations to bridge differences, considers in decision making

          People Management 

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

          Cross-Functional & Technical competencies  Thematic Area Name Definition 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.

                        Required Skills and Experience

                        Education:

                        • Secondary education with specialized training in procurement is required.
                        • A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.

                          Experience:

                          • Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. At least 3 years in managing public sector procurement of goods and services would be an advantage. 
                          • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge web-based management systems such as ERP.
                          • Knowledge of IPSAS would be an advantage.
                          • CIPS level 3 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.

                            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.

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