Procurement and Supply Management Associate

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Position Title: Procurement and Supply Management Associate
Location: Harare
Country: Zimbabwe
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that focuses on eradicating poverty and reducing inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working to help nations achieve the Sustainable Development Goals (SDGs). The mission of UNDP is to support countries in their efforts to build resilient societies, promote democratic governance, and foster inclusive economic growth. In Zimbabwe, UNDP is implementing a five-year Country Programme Document (CPD) from 2022 to 2026, focusing on democratic governance, inclusive growth, and climate change resilience.

Job Overview:
The Procurement and Supply Management Associate plays a crucial role in supporting the day-to-day transactional activities of the Procurement and Supply Management (PSM) team. This position requires a collaborative and client-focused approach, ensuring that procurement activities comply with UNDP rules and regulations. The PSM Associate will work closely with various stakeholders, including the Global Fund Project Management Unit, to implement strategic procurement for health products funded by the Global Fund. The role involves preparing procurement plans, organizing procurement processes, and ensuring effective contract management, all while promoting a results-oriented environment.

Duties and Responsibilities:
The duties and responsibilities of the Procurement and Supply Management Associate include:

• Ensuring compliance of procurement activities with UN/UNDP rules and regulations, including the development of effective internal controls.
• Implementing strategic procurement for Global Fund health products, including sourcing strategies and supplier evaluations.
• Providing researched information for the formulation and implementation of contract strategies, including tendering processes and contractor evaluations.
• Assisting in the timely preparation of procurement plans for various Global Fund grants.
• Organizing procurement processes, including the preparation and conduct of RFQs, ITBs, or RFPs, and ensuring compliance with UNDP regulations.
• Preparing purchase orders and contracts, and managing vendor creation in the Atlas system.
• Reviewing procurement processes conducted by projects and submitting them to the relevant committees for approval.
• Implementing an internal control system to ensure timely preparation and dispatch of purchase orders.
• Developing and updating supplier rosters and implementing supplier selection and evaluation processes. 1
• Organizing logistical services, including travel arrangements and conference facility bookings. 1
• Conducting surveys for travel agencies, vehicle maintenance, and conference facilities. 1
• Facilitating knowledge building and sharing by organizing training sessions for staff and maintaining proper documentation of procurement processes.

Required Qualifications:
The required qualifications for the Procurement and Supply Management Associate position include:

• Strong understanding of procurement processes and regulations, particularly within the UN system.
• Excellent analytical and problem-solving skills, with the ability to provide researched information for decision-making.
• Proficiency in using procurement management systems, such as Atlas, and familiarity with e-procurement tools.
• Strong organizational skills and attention to detail, ensuring compliance with procurement plans and timelines.
• Ability to work collaboratively in a team environment and maintain effective relationships with stakeholders.
• Strong communication skills, both written and verbal, to effectively convey information and facilitate training sessions.

Educational Background:
The educational background required for the Procurement and Supply Management Associate position typically includes a bachelor's degree in business administration, procurement, supply chain management, or a related field. A master's degree or professional certification in procurement or supply chain management is an advantage.

Experience:
The level of experience needed for the Procurement and Supply Management Associate position generally includes at least 3-5 years of relevant experience in procurement and supply chain management, preferably within the UN system or other international organizations. Experience in managing procurement processes for health products or similar sectors is highly desirable.

Languages:
Mandatory languages for this position include proficiency in English, both written and spoken. Knowledge of additional languages, particularly local languages spoken in Zimbabwe, is considered an asset and may enhance communication with local stakeholders.

Additional Notes:
This position is a full-time role based in Harare, Zimbabwe. The contract duration is typically aligned with the project timelines and may be subject to renewal based on performance and funding availability. The position may involve collaboration with international teams, and candidates from diverse backgrounds are encouraged to apply. Compensation and benefits will be commensurate with UNDP standards and the level of experience of the selected candidate.