Procurement Associate

Job Posting Organization:
UN Women was established in July 2010 as part of the UN reform agenda to enhance the impact of gender equality and women's empowerment initiatives. The organization merges the resources and mandates of four previously distinct parts of the UN system, namely DAW, OSAGI, INSTRAW, and UNIFEM, which focused on gender equality. UN Women operates globally, with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. The organization is committed to creating a diverse and inclusive environment, ensuring that all employment decisions are based on qualifications, competence, integrity, and organizational need. UN Women has a zero-tolerance policy on conduct that is incompatible with its aims and objectives, including sexual exploitation and abuse, sexual harassment, and discrimination.

Job Overview:
The Procurement Associate position is crucial for ensuring the execution of transparent and efficient procurement services and processes in line with UN Women rules and regulations. The role involves working under the guidance of the Chief of Procurement and Travel Services and the daily supervision of the Operation Manager, while also collaborating with the Regional Procurement Specialist. The Procurement Associate is expected to promote a client-focused, quality, and results-oriented approach, ensuring compliance with UN Women policies and regulations. This position supports effective systems that facilitate program delivery and growth, accountability to organizational values, and the creation of an enabling workplace environment that maximizes staff potential. The role also requires collaboration with operations staff from other UN agencies, UN Women Regional Office, HQ staff, and government officials to successfully deliver procurement services.

Duties and Responsibilities:
The Procurement Associate will implement procurement strategies in accordance with UN Women rules and regulations. Key responsibilities include providing substantive inputs to procurement-related reports and analyses, drafting responses to inquiries for clearance by the Operations Manager, and contributing to the development of sourcing strategies. The incumbent will organize procurement processes for the Senegal Country Office, which involves preparing procurement plans, reviewing procurement requests, initiating procurement procedures, and organizing procurement processes such as preparing Request for Quotations (RFQs), Invitations to Bids (ITBs), or Requests for Proposals (RFPs). Additionally, the Procurement Associate will perform the Buyer role in the Quantum system, prepare and close Purchase Orders (POs) and contracts, and prepare submissions to the Procurement Review Committee (PRC). The role also includes organizing the contract management process by reviewing and processing contracts, developing and updating supplier rosters, and supporting supplier selection and evaluation. Furthermore, the Procurement Associate will facilitate knowledge building and sharing by providing input for training materials, organizing training sessions for operations/projects staff, and synthesizing lessons learned and best practices. The incumbent may also perform other duties as necessary for the efficient functioning of the office and organization.

Required Qualifications:
Candidates must possess a good knowledge of procurement processes, systems, and administrative rules and regulations. Proficiency in using spreadsheets and database packages is essential. The ability to work well under pressure, meet deadlines, extract and interpret data, and administer and execute administrative processes is required. Candidates should also demonstrate the ability to handle confidential work and manage a large volume of tasks, along with strong IT and web-based management skills.

Educational Background:
Completion of secondary education is required for this position. Specialized training in Procurement or a Bachelor's degree (or equivalent) in Business Administration or a related field is considered an asset. Additionally, a Procurement Certification from an internationally recognized provider, such as CIPS (level 2), is advantageous. Candidates must also be willing to undertake UN Women internal procurement certifications as part of their professional development.

Experience:
The position requires at least 6 years of progressively responsible experience in procurement, administration, or a related field at the national or international level. Candidates must have experience in using computers and office software packages, particularly MS Word and Excel. Familiarity with a modern web-based ERP System, preferably Oracle Cloud, is desirable but not mandatory.

Languages:
Fluency in French is a mandatory requirement for this position. Knowledge of another official UN language, such as English, Arabic, Chinese, Russian, or Spanish, is considered desirable and may enhance a candidate's profile.

Additional Notes:
The position is full-time and may involve working in a dynamic environment that requires adaptability and responsiveness to changing needs. UN Women is committed to recruiting internationally and nationally, ensuring a diverse pool of candidates. Compensation and benefits will be aligned with UN Women’s policies and procedures, and selected candidates will undergo rigorous reference and background checks to verify academic credentials and employment history. It is crucial for applicants to complete all sections of the application form, as incomplete applications may be disqualified from the recruitment process.