Procurement Associate

Job Posting Organization:
The Office of Procurement (OP) operates under the Bureau for Management Services of UNDP, which is dedicated to developing procurement policies, providing corporate procurement services, and offering procurement advisory services. Established to enhance UNDP's operational efficiency, OP plays a crucial role in supporting UNDP’s program delivery aligned with the Strategic Plan 2022-202

• The organization is committed to sustainable procurement practices and adheres to UNDP's accountability framework while managing risks effectively. The OP is a global team with offices in New York, Copenhagen, and Cyberjaya, Malaysia, and has Regional Procurement Specialists in various Bureau Hubs across the globe, including Panama, Addis Ababa, Amman, Istanbul, and Bangkok. UNDP collaborates with the Global Fund to strengthen health service delivery in combating diseases such as HIV/AIDS, TB, and Malaria, contributing to the Sustainable Development Goals (SDGs).

Job Overview:
The Procurement Associate is responsible for supporting the execution of transparent and efficient procurement services that meet client expectations. This role emphasizes a client-focused, quality, and results-oriented approach within the procurement unit. The Procurement Associate will work closely with OP staff to resolve complex procurement and logistical issues and facilitate information exchange. The position also involves coordinating procurement-logistics activities, particularly concerning shipment follow-up, documentation flow, and support for country offices after purchase order issuance. The role is integral to ensuring compliance with UNDP rules and regulations while implementing effective internal controls and operational strategies. The Procurement Associate will assist in organizing procurement processes for UNDP Country Offices, including preparing procurement plans, conducting requests for quotations (RFQs), invitations to bid (ITBs), and requests for proposals (RFPs), and managing the evaluation and negotiation of contracts. Additionally, the role includes supporting logistics services, fostering knowledge sharing on procurement services, and contributing to the overall efficiency of the Office and the Organization.

Duties and Responsibilities:

• Supports the implementation of operational strategies focusing on achieving full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies. This includes mapping OP/Procurement business processes and developing internal Standard Operating Procedures (SOPs) in consultation with supervisors and office management.
• Organizes procurement processes on behalf of UNDP Country Offices, assisting in the preparation of procurement plans, conducting RFQs, ITBs, or RFPs, and managing the evaluation and negotiation of contracts. This involves liaising with buyers, quality assurance teams, and suppliers to collect technical files and ensure compliance with UNDP regulations.
• Prepares purchase orders and contracts, implements internal control systems, and presents procurement reports.
• Coordinates logistics services, including freight forwarding, shipment tracking, and documentation processes.
• Contributes to knowledge sharing on procurement services for health commodities, ensuring compliance with quality assurance policies and assisting in the preparation of health procurement tools and approaches.
• Performs other duties as necessary for the efficient functioning of the Office and the Organization.

Required Qualifications:

• Minimum Academic Education: Secondary Education is required. A university degree (Bachelor’s degree) in Business Administration, Public Administration, Finance, Economics, or equivalent is preferred but not mandatory. CIPS level 2 certification is required, and if not available at recruitment, it must be obtained within one year.
• Minimum years of relevant Work experience: A minimum of 6 years of progressively responsible administrative experience is required with secondary education, or 3 years with a bachelor’s degree. At least 3 years of relevant experience in public sector procurement, logistics, and supply management at the international level, particularly in developing countries, is essential.
• Required Skills: Advanced knowledge and experience in using ERPs and web-based management systems, along with proficiency in office software packages (MS Word, Excel, PowerPoint).

Educational Background:
The position requires a minimum of secondary education, with a preference for candidates holding a Bachelor’s degree in relevant fields such as Business Administration, Public Administration, Finance, or Economics. CIPS level 2 certification is mandatory, and candidates must obtain it within one year if not already certified at the time of recruitment.

Experience:
Candidates should have a minimum of 6 years of progressively responsible administrative experience if they possess secondary education, or 3 years if they hold a bachelor’s degree. At least 3 years of this experience must be in public sector procurement, logistics, and supply management at the international level, particularly in developing countries, demonstrating a solid understanding of procurement processes and practices.

Languages:
Proficiency in English is required for this position, and working knowledge of another UN Official Language is considered an advantage, enhancing the candidate's ability to communicate effectively in a diverse work environment.

Additional Notes:
The position is full-time and may involve working with international teams. UNDP is committed to equal opportunity and diversity in its workforce, encouraging qualified applicants from all backgrounds to apply. The organization does not tolerate harassment or discrimination and ensures that all selected candidates undergo relevant checks. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level. Importantly, UNDP does not charge any fees during the recruitment process.