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Procurement Assistant

Last updated: 26/01/2024

Rufaro Siwela - Content writer

1 Min Read

Job Description:

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.

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.

Responsibilities:

. 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.
2. 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.
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.
Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
Prepare reports on procurements in CO.
Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.
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.
Presentation of reports on procurement in the CO.
Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
3. 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.
4. 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 Organization.

Qualifications and Experience

Secondary education is required with specialized training in procurement.
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 a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
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.
Proven knowledge of UN or international Organizations procurement policies and procedures is desirable
Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
Demonstrated experience in working with local government, CSOs, NGOs, donors and/or implementing partners.

Company:

UNDP

Location:

Zimbabwe

Deadline:

08/02/2024

Website:

https://www.undp.org/home

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