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UNDP is hiring a procurement assistant. Apply Now.

Background

The United Nations Development Programme is a United Nations agency tasked with helping countries eliminate poverty and achieve sustainable economic growth and human development. The UNDP emphasizes on developing local capacity towards long-term self-sufficiency and prosperity.

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About UNDP

  1. Mandate: UNDP‘s primary goal is to support countries in achieving sustainable development by providing technical expertise, policy advice, and funding. Its work is guided by the United Nations’ Sustainable Development Goals (SDGs), which aim to address social, economic, and environmental challenges.
  2. Focus Areas: UNDP focuses on a range of development areas, including democratic governance, poverty reduction, climate change and environment, disaster risk reduction, gender equality, and sustainable development.
  3. Country-level Engagement: UNDP works closely with national governments and local communities to support them in achieving their development priorities. It provides assistance in areas such as capacity building, policy formulation, institutional strengthening, and project implementation.
  4. Partnerships: UNDP collaborates with a wide range of stakeholders, including governments, civil society organizations, private sector entities, and academia, to leverage resources, knowledge, and expertise. These partnerships help to mobilize support and maximize the impact of development efforts.
  5. Funding: UNDP receives funding from both donor countries and the United Nations regular budget. It also manages various trust funds and financing mechanisms to support specific development initiatives.
  6. Human Development Reports: UNDP is known for its annual Human Development Reports, which provide comprehensive analysis of global human development trends and challenges. These reports go beyond traditional economic indicators and assess progress based on factors such as education, health, and gender equality.
  7. Sustainable Development Goals: UNDP plays a crucial role in supporting countries in implementing the SDGs. It assists governments in integrating the goals into national development plans, mobilizes resources for SDG-related projects, and monitors progress towards achieving the goals.
  8. Crisis Response: UNDP is often involved in crisis response and recovery efforts, supporting countries affected by conflicts, natural disasters, and other emergencies. It helps in rebuilding infrastructure, restoring basic services, and promoting resilience in affected communities.

Why work at UNDP

Working at the United Nations Development Programme (UNDP) can be a rewarding and impactful career choice for several reasons:

  1. Mission and Impact: UNDP’s mission is to eradicate poverty, reduce inequalities, and promote sustainable development worldwide. By working at UNDP, you have the opportunity to contribute to these important goals and make a positive impact on people’s lives.
  2. Global Reach: UNDP operates in nearly 170 countries and territories, giving you the chance to work on diverse and complex development challenges across different regions and cultures. This global reach provides a unique perspective and a chance to learn from and collaborate with colleagues from around the world.
  3. Multidisciplinary Approach: UNDP’s work spans a wide range of development areas, including governance, poverty reduction, climate change, gender equality, and more. This multidisciplinary approach allows you to gain expertise in various fields and work on integrated solutions to complex development issues.
  4. Professional Development: UNDP invests in the professional development of its staff, providing opportunities for training, learning, and career advancement. You can benefit from a supportive work environment, access to resources, and exposure to diverse experiences that can enhance your skills and knowledge.
  5. Collaboration and Partnerships: UNDP collaborates with governments, civil society organizations, private sector entities, and academia to leverage expertise, resources, and networks. Working at UNDP provides opportunities to build partnerships and work with a wide range of stakeholders towards common development objectives.
  6. Innovation and Research: UNDP encourages innovation and research in finding sustainable development solutions. You can contribute to innovative projects, pilot initiatives, and research studies that can have a transformative impact on development practices and policies.
  7. Work-Life Balance and Flexibility: UNDP recognizes the importance of work-life balance and offers flexible work arrangements to its staff. This can provide you with the opportunity to maintain a healthy work-life balance and pursue personal interests and commitments.
  8. Diversity and Inclusion: UNDP values diversity and strives to create an inclusive and equitable working environment. Working alongside colleagues from diverse backgrounds and cultures can foster a rich and inclusive work environment that promotes understanding, collaboration, and innovation.
  9. Networking and Professional Connections: Working at UNDP allows you to build a strong network of professionals and experts in the development field. This network can provide valuable connections, opportunities for collaboration, and access to a global community of development practitioners.
  10. Personal Fulfillment: Working towards global development goals and making a positive impact on people’s lives can be personally fulfilling and rewarding. The work you do at UNDP can contribute to creating a more just, sustainable, and equitable world.

Details on the post

Locations

  • Manama, Bahrain

Posting Date

05/23/2024, 12:08 PM

Apply Before

06/01/2024, 05:59 AM

Job Schedule

Full time

Agency

UNDP

Grade

NPSA-5

Vacancy Type

National Personnel Service Agreement

Practice Area

Management

Bureau

Regional Bureau for Arab States

Contract Duration

1 Year with Possibility for extension

Duties and Responsibilities

Under the guidance and supervision of the Resident Representative, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Assistant promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Assistant can supervise clerical and support staff of the Procurement  Unit. The Procurement Assistant 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. 

Summary of Key Functions:

  • Implementation of operational strategies
  • Supports in Organizing of procurement processes 
  • Supports in Implementing of sourcing strategy
  • Provision of logistical services
  • Supports in 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. Supports in organizing  procurement processes for CO and 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 Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum . Buyers profile in Quantum.
  • 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 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. Supports in implementing  of sourcing strategy focusing on achievement of the following result:

  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation. 
  • Request suppliers/vendors to register online with complete information. 
  • Implement supplier selection and evaluation. 
  • Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms. 
  • Assist in the development of Long-Term Agreements/Frameworks Agreements for more efficient category management. 
  • Manage and implement e-procurement system in CO.
     

   4. 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, hotel and conference facilities surveys.
     

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

  • 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.
  • Make sure all procurement files are up to date and properly maintained in the office shared file.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of  the Office and the Organization.

Competencies

Core Behavioral Competencies:

Achieve Results:  LEVEL 1: Demonstrate focus on achieving quality results and impact.

Think Innovatively:  LEVEL 1: Look beyond conventional approaches and established methods.

Learn Continuously:  LEVEL 1: Actively pursue opportunities for learning and self-development professionally and personally.

Adapt with Agility: LEVEL 1: Be flexible in handling change, and adopt new ideas, approaches, and ways of working.

Act with Determination:  LEVEL 1: Pursue everything with motivation and drive.

Engage and Partner:   LEVEL 1: Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others.

Enable Diversity and Inclusion:  LEVEL 1: Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people.

Cross-Functional & Technical competencies:

Procurement

Procurement Management :  The ability to acquire goods, services or works froman outside external source

Procurement

Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Procurement

Sourcing: Ability to find, evaluate and engage suppliers of goods and services.

Business development  

Human-centered Design: Ability to develop solutions to problems be involving the human perspective in all steps of the problem-solving process.

Business Management

Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs. 

Business Management

Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business direction and strategy                 

System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Required Skills and Experience

Min. Academic Education:

  • Secondary education is required with specialized training in procurement. 
  • University degree (Bachelors’ degree) in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.

Min. years of relevant Work experience :

  • Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible procurement experience is required at the national and international level.

Required  skills and competencies:

  • Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems like ERP, Quantum, e-Tendering, e-Procurement.

Desired additional skills and competencies:

  • Previous work experience in public procurement (UN, development organizations, Government entities or INGOs).
  •  At least two (2) years of relevant experience at the national level in administrative management.
  • Previous work experience in UNDP and other UN agencies will be an advantage.
  • Familiarity with UN System and procurement management of donor-financed projects is desirable.

Professional Certificates:

  • CIPS 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
  • Any certification in supply chain, logistics, etc. will be an asset.

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