Programa de las Naciones Unidas
para el Desarrollo

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I. Position Information

Job Code Title:            Procurement Associate

Grade:                        ICS-6 (GS-6)

Type of Contract:        Temporary Appointment

Supervisor:                 Operations Manager and direct supervisor

Duty Station:              Panama

II. Organizational Context

Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

 III. Functions / Key Results Expected

 Summary of Key Functions:

1. Implementation of operational strategies
2. Organization of procurement processes
3. Implementation of sourcing strategy
4. Control of CO Assets
5. Provision of logistical services
6. Facilitation of knowledge building and knowledge sharing

 1. Ensures implementation of the operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.
• Organization of procurement processes 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.
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas Buyers profile in Atlas.
• Preparation of 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.
• Presentation of reports on procurement in the CO.
• Preparation of cost-recovery bills in Atlas 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. Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures proper control of CO Assets focusing on achievement of the following result:

• Preparation of inventory reports.

Implementation of Inventory and physical verification control in the CO and projects.

5. Ensures organization of logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

IV. Impact of Result

The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies.  Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

V. Competencies and Critical Success Factors

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

   Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience.
• Encourages office staff to share knowledge and contribute to UNDP Practice Areas.
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets.
• Sound knowledge of financial rules and regulations.
• Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

• Focuses on result for the client.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good humored even under pressure.
• Demonstrates openness to change.
• Responds positively to feedback and differing points of view.

VI. Recruitment Qualifications

Education: Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience: 5 to 6 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements: Fluency in English and Spanish, both written and verbal. Fluency in English to be tested through TOEFL (minimum 500 points).

ADDITIONAL INFORMATION

• Qualified candidates who are interested in the above position are invited to submit their application, in English, attaching a UN Personal History Form, not later than  7 April 2010. 

      To:  undpprocurement.associate@un.org.pa

           Subject: Vacancy Announcement No.004/10 UNDP PROCUREMENT ASSOCIATE

• The electronic version of a UN Personal History Form can be downloaded from the vacancy announcement which has been posted at http://www.undp.org.pa. Go to PNUD >Transparencia > Administración > Vacantes.

• Please note that applications received after the deadline will not be considered.
• Only short-listed qualified candidates will receive an acknowledgement.