Summary of Key Functions:
Implementation of operational strategies
Support to procurement processes
Implementation of sourcing strategy
Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies focusing on achievement of the following results:
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their evaluation.
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, creation request to GSSU on vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas.
Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.Support to preparation of reports on procurement in the CO.
3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:
The key results have an impact on the execution of the CO procurement services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Researches best practices and poses new, more effective ways of doing things
Sound contributions to development of innovative strategies and new approaches
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Gathers and disseminates information on best practice in accountability and results-based management systems
Serving and promoting the vision, mission, values and strategic goals of UNDP
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Education: Secondary Education with specialized training in procurement. University Degree in Business or Public Administration or other related field would be desirable, but it is not a requirement.
Experience: 5 years of relevant procurement experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based ERP management systems.
Under the overall guidance of the Operations Manager and direct supervision of Procurement Analyst, the Procurement Assistant provides procurement services ensuring transparent, efficient, high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.
The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.