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Procurement Assistant

Procurement Assistant
Empresa:

Activeunited Nations Development Programme (Undp)


Detalles de la oferta

Background Under the guidance and supervision of the Procurement Analyst and the Procurement Associate, the Procurement Assistant provides procurement services ensuring 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 procurement staff in particular with procurement and administration team members colleagues as well as other operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.Duties and Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Support to procurement processes
Implementation of sourcing strategy
Control of CO Assets
Support to knowledge building and knowledge sharing1. Ensures implementation of operational strategies focusing on achievement of the following results:
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
Provision of inputs for the design and implementation of contractual and procurement strategies in including bidding, evaluation, contract management, legal considerations and modes of payment.2. Coordinates and supports the organization of procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
Provision of inputs and contributions to preparation of procurement plans for the office.
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Contract Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas for preparation of POs for travel and other administrative expenses.
Implementation of the internal control system (IFC) which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Assists in the oversight and preparation of IC (Individual Contractors) service agreements and reviews selection process in accordance with UNDP policies and procedures.
Prepares, distributes and present cases to the Contracts, Assets and Procurement Committee (CAP) and to the Advisory Commitment on Procurement (ACP).
Prepares Procurement Reports.
Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Performs common purchases for the UN agencies in accordance with UN Reform.
Performs as Secretary of the CAP a. conducting a preliminary review of submissions; b. preparing and circulating minutes amongst CAP members and; c. ensuring implementation of recommendations by the CAP.3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:
Update of the rosters of suppliers.
Collaborates in the selection and evaluation of suppliers.
Supports in the identification of outsourcing modalities and partnerships.4. Ensures proper control of CO Assets focusing on achievement of the following result:
Coordinates the preparation of inventory reports.
Coordinates inventory and physical verification check-up in the CO and projects in close collaboration with Administrative Associate and Assistant.5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Participation in the trainings for the operations/ projects staff on Procurement.
Sound contributions to knowledge networks and communities of practice.
Impact of Results
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.Competencies
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
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
Client Orientation
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
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
CORE COMPETENCIES
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
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
UNDP Procurement Certification programme desirableRequired Skills and Experience
Education:
Secondary Education with specialized training in procurement. University Degree in Business or Public Administration or similar is an asset.
Experience:
5 years of relevant administrative experience is required at the national or international level.
Relevant experience in procurement processes, management of contracts, among others.
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 management systems.
Language Requirements:
Spanish Proficiency and intermediate level of English language.Other:
Applicants must hold Peruvian citizenship


Fuente: Jobs4It

Requisitos

Procurement Assistant
Empresa:

Activeunited Nations Development Programme (Undp)


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