Procurement Assistant

Background

Job Purpose and Organizational Context

This job description is a direct response to UNDP’s improved business model in Mexico. It reflects a new office structure that has recently been put in place to support the vision expressed in an emerging portfolio of Country Office (CO) programmes and to facilitate a more collaborative approach to work across the office and with external partners. This structure is also designed to provide the foundation for a new emphasis on sub-national level work, support higher delivery rates, and to transform UNDP into a learning organization and ‘fit-for-purpose’ to deliver on Agenda 2030 which in turn will support national staff and institutional capacity development. 

By supporting Mexico’s State Governments to integrate the 2030 approach into their planning and budgeting processes, and the whole public policy cycle, UNDP advances inclusion and equality in the country. Also, as an engagement strategy, this is expected to allow new areas of joint work to be identified. Also, the CO has been tailoring localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to get those solutions ready to be deployed and escalated in other geographical areas.

The diversification and localized solutions strategy initially increase the number of initiatives to be managed by the CO, many of which handle small budgets to be allocated in a wide set of activities. This combination requires excellent programme management and oversight of procurement processes and an organizational structure ready to deliver and scale results.

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.

Duties and Responsibilities

Under the guidance and supervision of the DRR, Operations Manager, or Procurement Specialist, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. S/he promotes a client-focused, quality, and results-oriented approach in the Unit. 

The Procurement Assistant works in close collaboration with Operations, Programme and project teams in the Country Office and UNDP HQ and with vendors to exchange information and ensure consistent delivery of procurement services. 

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.

1.) 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 and strategies. 
• Provide inputs to mapping CO procurement business processes in consultation with direct supervisor and office management.   

  2.) Support procurement processes for CO, projects, and other UN Agencies.

  • Provide inputs for preparation of procurement plans for the country office and projects.
  • Support preparation of RFQ, ITB or RFP documents, and receive and conduct preliminary evaluation of quotations, bids or proposals. 
  • Prepare Purchase Orders and contracts in and outside of e-procurement, prepare recurring purchase orders for contracting services, create vendors and buyer profiles in e-procurement; and maintain the filing system in the Procurement unit. 
  • Prepare submissions for internal procurement review committees (CAP, RACP and ACP).   3.)  Contribute to implementation of sourcing strategies to find best values in the marketplace. Update rosters of suppliers.   4.) Support procurement knowledge building and knowledge sharing in CO.
    • Participate in procurement training for operations and project staff.
    • 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 Organization Supervisory/Managerial Responsibilities: None 

      Required Skills and Experience Education

      • Secondary education 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.
      • 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, Knowledge, and Skills
        • Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. 
        • Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web- based management systems such as ERP.  Language Requirements
          • Fluency in spanish.
          • Working knowledge of english. Competencies   Core :    Achieve Results LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.  Think Innovativel 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: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

            Cross-Functional & Technical competencies  Thematic Area Name Definition Procurement Sourcing

            📚 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!

            • 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   Data Management
                • Knowledge of processing, storing and validating procurement data.  Procurement   Procurement Management
                  • The ability to acquire goods, services or works from an outside external source. Business Management 

                    Customer

                    Satisfaction/ClientManagement

                    • 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 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 Business Management

                        Working with Evidence and Data

                        • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

                          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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