Procurement Assistant

Procurement Assistant

Job Identification: 22497
Apply Before: 12/14/2024, 10:44 AM
Job Schedule: Full time
Locations: Kathmandu, Nepal
Agency: UNDP
Grade: G5
Vacancy Type: Fixed Term
Practice Area: Management
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year with Possibility for extension
Required Languages: Fluency in (written and spoken) of English and Nepali is required
Vacancy Timeline: 2 Weeks
Mobility required/no mobility: no mobility required

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under its new Country Programme (2023-2027), UNDP’s work in Nepal focuses on developing the capacity of government agencies (federal, provincial, and municipal level), civil society and community groups to jointly pursue development activities to foster sustainable and inclusive economic transformation, enhance people’s participation and inclusion in governance in the context of federalism, and protect and promote biodiversity with nature based solutions, energy transitions, environmental sustainability and resilience to climate change and natural hazards. During the past programme cycle, Nepal has undergone profound changes on account not only of the transition from a unitary to federal system but also of the Covid Pandemic, which has impacted lives, livelihoods, health systems, and has at times slowed down or reversed hard gained development progress. At the same time, the overall trend of Nepal’s GNI has been one of growth, with graduation from LDC status planned for 2026.
Against this backdrop, the new Country Programme 2023-2027 is a strategic opportunity for UNDP Nepal to strategically reposition its contributions in support of the Sustainable Development Goals – with a focus on integrated solutions- and expand its collaboration with national and international development partners including the UN system. Delivering UNDP’s country programme, in line with the signature solutions and enablers identified in UNDP’s global Strategic Plan 2022-2025, the UN Sustainable Development Cooperation Framework and the Agenda 2030 will require the development of new partnerships.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Under the guidance and supervision of the Procurement Associate, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with Operations, Programme and project teams in the Country Office and UNDP HQ and with vendors to exchange information and ensure consistent delivery of procurement services.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1. Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
• Provide inputs to mapping CO procurement business processes in consultation with direct supervisor and office management.

2. Support procurement processes for CO, projects, and other UN Agencies.

• Provide inputs for preparation of procurement plans for the country office and projects.
• Support preparation of RFQ, ITB or RFP documents, and receive and conduct preliminary evaluation of quotations, bids or proposals.
• Prepare Purchase Orders and contracts in and outside of e-procurement, prepare recurring purchase orders for contracting services, create vendors and buyer profiles in e-procurement; and maintain the filing system in the Procurement unit.
• Timely corrective actions on POs with funds status failed and other problems.
• Prepare submissions for internal procurement review committees (CAP, RACP and ACP).
• Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies.
• Assist in implementation of joint procurement processes for the UN Agencies.
• Assist in providing orientation to clients about UNDP procurement.
• Liaise with other units within UNDP and projects for effective procurement delivery.

3. Contribute to implementation of sourcing strategies to find best values in the marketplace
Update rosters of suppliers.

• Establish Long Terms Agreements, as appropriate.
• Support in providing orientation and briefing to prospective vendors/suppliers.
• Brings in innovative ways of working within the ongoing dynamic environment

4. Support procurement knowledge building and knowledge sharing in CO.

• Participate in procurement training for operations and project staff.
• Make sound contributions to knowledge networks and communities of practice.
• Show learning attitude for the ERP used by UNDP and work in a problem solving approach.

5. Gender Equality and Social Inclusion Sensitivity

• The incumbent will ensure that Gender and Social inclusion perspective in ensured while undertaking any procurement activity.
• Promote work life balance, prevention of sexual harassment and abuse of authority, ensure gender equality and respect for diversity.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination:

LEVEL1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

Business Direction and Strategy – Negotiation and Influence

Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue,negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations

Procurement

The ability to acquire goods, services or works from an outside external source

Procurement – Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Procurement Supplier Relationship Management

Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Procurement – Data Analysis

Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.

Procurement – Financial Analysis

Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability

2023 Agenda: People – Gender and Social Inclusion

Gender and Social Inclusion Mainstreaming

Required Skills and Experience

Education:

• Secondary education is required.
• A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
  CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible administrative experience in procurement is required at the national or and international level.
• Proven experience of supporting complex and high value procurements
• Experience of Contract Management
• Completion of CIPs training will be an added advantage
• Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web- based management systems such as ERP.

Language:

• Fluency in (written and spoken) of English and Nepali is required.

  Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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