Procurement Associate

Background

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.

As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.

Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team.

Under the guidance and supervision of the Procurement Analyst 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 supports the Procurement Analyst in quality assuring. 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.

Position purpose

Provide a brief, one paragraph summary of the position’s key objectives, contributions and scope of responsibilities to serve as an introduction to the Key Duties and Accountabilities.

• Implementation of operational strategies;
• Organization of procurement processes;
• Implementation of sourcing strategy;
• Provision of logistical services;
• Facilitation of knowledge building and knowledge sharing.

Key Duties and Accountabilities

1. Ensures administration and implementation of the procurement related operational strategies focusing on achievement of the following results;

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control requirement, proper functioning of a client-oriented procurement management system;
• Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.

2. Organizes procurement processes for clients, under the guidance of the Procurement Analyst, focusing on achievement of the following results;

• Support to preparation of procurement plans and their implementation monitoring;
• Organization of procurement processes including preparation and conducting 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. Buyers profile in Atlas;
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP);
• Presentation of researched information on procurement;
• Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies;
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

3. Regular Cleanup of ERP System and Procurement Dashboards;

• Manage ATLAS tools, including creation-tracking-closing of POs, payment to suppliers and reporting tools on procurement;
• 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;
nafasi za kazi
• Cleanup of UNDP Data Dashboards;
• Cleanup of Atlas ERP system.

4. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results;

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Successful implementation of UNDP corporate electronic tools for procurement function;
• Dissemination of best practices in the use of various electronic systems related to procurement to project/Programme colleagues.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results;

• Support to organization by organization of trainings for the operations/ projects staff on Procurement;
• Training and supporting colleagues on PROMPT, ATLAS and other online applications;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies

• Achieve Result: 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

Procurement

• Data management
  • Knowledge of processing, storing, and validating procurement data.

• Contract management
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

• Sourcing
  • Ability to find, evaluate and engage suppliers of goods and services.
• Procurement management
  • The ability to acquire goods, services or works from an outside external source.

• Category management
  • Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.

• Supplier/relationship management
  • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

• Procure-to-Pay
  • Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.

Requirements:

Education

• Secondary Education with specialized training in procurement;
• University Degree in Business or Public Administration would be desirable, but it is not a requirement;   
• UNDP Procurement Certification Programme an added advantage.

Experience, Knowledge, and Skills

• Minimum 6 years (with secondary education), or 3 years (with Bachelor’s Degree) experience of progressively responsible procurement experience is required at the national or international level;  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Knowledge of Atlas or other ERP system would be an asset (e.g. Atlas or other ERP systems);
• Procurement certification such as CIPS, CPM or APICS/CSCP would be a key advantage;
• Experience of working in UN or any other public procurement system would be preferable.

Language

• Fluency in English is required.
• Kiswahili language skills will be an advantage.