Procurement Associate (2 positions) Procurement Associate (2 positions)
Job Description
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.
Job Purpose And Organizational Context
UNDP has been working in India since 1951 in almost all areas of human development. Together with the Government of India and development partners, we have worked towards eradicating poverty, reducing inequalities, strengthening local governance, enhancing community resilience, protecting the environment, supporting policy initiatives and institutional reforms, and accelerating sustainable development for all.
With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.
UNDP India’s New Country Programme (2023-2027) Builds On Our Prior Work And Aims To Provide An Integrated Approach To Development Solutions In Three Strategic Portfolios
Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs.
Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized.
Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability.
South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture.
You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first.
Office/Unit/Project Description
Within UNDP India, the Procurement Unit at Country Office (CO) administers and implements operational strategies in India CO in full compliance with the UNDP policies and guidelines.
The Procurement Associate promotes a client-oriented and consistent with rules and regulations approach in the Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the Country Office for consistent service delivery.
Main Purpose
Job Purpose and Scope of Work:
Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate provides leadership in execution of procurement services in the Country Office (CO) ensuring effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
Duties And Responsibilities
(i) Ensures implementation of the operational strategies policies through
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
Provision of inputs to CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management
(ii) Supports procurement processes for UNDP India Country Office, National Implementation (NIM) and Direct Implementation (DIM) projects and at the request of other Agencies
Provision of inputs to preparation of procurement plans for the office and projects
Support to organization on end-to-end procurement processes including preparation and conduct of RFQs, ITBs, RFPs, Individual Consultants (ICs) receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations, and issuance of contracts and/or purchase orders.
Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum. Maintenance of filing system in Procurement unit. Buyer’s profile in Atlas.
Compilation of inputs for 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.
Provision of information for preparation of cost-recovery bills in Quantum s for the procurement services provided by UNDP to other Agencies.
Implementation of joint procurement processes for the UN Agencies in line with UN reform.
End to End procurement of Hotel Services and creating long term agreements/rate contracts for hotels. Responsible for vendor management for hotels and events.
(iii) Ensures implementation of sourcing strategy and e-procurement tools through:
Update of the rosters of suppliers
Compilation of information for different types of procurement including travel services
Assist in preparation of Long-Term Agreements for UNDP and on behalf of other UN Agencies, if needed
Development and update of the rosters of suppliers, implementation of supplier selection and evaluation
(iv) Organizes procurement processes on behalf of and in collaboration with UNDP COs, focusing on achievement of the following results:
Assist COs in the preparation of procurement plans for the office.
Organization of procurement processes in relation 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.
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 in consultation with the COs.
Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Institutional Arrangement
Direct Reporting To: Procurement Analyst, NOB
Reportees to this position: n/a
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
Cross-Functional & Technical Competencies
Thematic Area Name Definition
Procurement Data analysis Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making
Procurement Procurement management The ability to acquire goods, services or works from an outside external source.
Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services
Procurement Supplier/relationship management Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Business Direction & Strategy Negotiation and Influence Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates win-win situations
Business Management Results-based Management Ability to manage programmes and projects with a focus at improved performance and demonstrable results
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
Min. Education requirements:
Secondary Education is required OR A University (Bachelor’s) in Business Administration, Public Administration, Finance, Economics, or equivalent will be given due consideration, but it is not a requirement.
CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Min. Years Of Relevant Work Experience
Minimum of 6 years (with Secondary education) or 3 years (with Bachelor’s degree) of relevant core Procurement Experience is required at the national or international level.
Required Skills
Demonstrated Experience of advanced automated procurement systems, database packages, and web- based management systems such as ERP is required.
Desired skills in addition to the competencies covered in the Competencies section:
Experience in Public Procurement with the Government/Non-Profit Sector is desirable. Experience or familiarity with UNDP operational and reporting systems, including experience in ERP system (i.e. Oracle Cloud, SAP or PeopleSoft), is desirable.
Required Language(s)
Fluency in English & Hindi is required.
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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