Office/Unit/Project Description
UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
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.
Scope of Work
Under the guidance and direct supervision of the Deputy Resident Representative, Operations Manager, or Procurement Analyst, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.
- Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
- 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.
- Proactively monitor open Purchase Orders (POs) and follow up with project managers and end-users to ensure the timely receipting of goods/services and the systematic closure of completed POs in the system.
- Support strategic procurement by actively collaborating with end-users to review procurement plans and consolidate/bulk similar requests across projects, improving process efficiency and securing economies of scale.
- Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
- Prepare reports on procurements in CO
- Develop and update rosters of suppliers.
- Implement supplier selection and evaluation.
- Provide suppliers with training on the UNDP Quantum portal
Work with UN sister agencies in establishing LTAs
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.
Institutional Arrangement
Core Competencies
Cross-Functional & Technical competencies
Education
University Degree (Bachelor’s degree) in Business Administration, Public Administration, or equivalent field 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
Required skills
Desired skills
Experience supporting procurement processes (RFQs, ITBs, RFPs, bid receipt and preliminary evaluation)
Experience in using Enterprise Resources Planning Systems (ERP) and E-procurement tools.
Experience in developing and updating supplier’s database.
Experience supporting procurement activities in UN/INGO/Government/large organizations.
Experience providing administrative and logistics support, including procurement record management, vendor coordination, inventory management, and delivery tracking.
Additional years of relevant procurement/administrative experience beyond the minimum requirement.
Language
Knowledge of one of the local languages (Mandinka, Fula, Wolof) is desired.
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.
Use of AI by candidates
Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.