Overview
The Procurement Associate will perform tasks necessary to procure goods, services, individual consultants, and construction services in accordance with UNDP rules and regulations to support the implementation of a Livestock project.
Key Responsibilities
- Ensure full compliance of Livestock procurement activities with UN/UNDP rules, regulations, policies and strategies.
- Facilitate the project personnel in preparation of procurement plan and its implementation monitoring.
- Organize procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, and negotiation of certain conditions of contracts.
- Prepare Purchase Orders and Contracts in and outside Quantum, and prepare Recurring Purchase orders for contracting of services, and vendors’ creation in Quantum.
- Prepare submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
- Manage the internal control system which ensures that Purchase orders are duly prepared and timely corrective actions on POs with errors and other problems.
- Provide inputs to reports on procurement in the CO.
- Serve as a secretary of the tender procurement processes of the Livestock procurement activities, including preparing all procurement documents, distributing and presenting relevant documentation to the members of the committee, coordinating procurement evaluation committee meetings, preparing procurement evaluation committee reports, and maintaining records of all documentation and reports.
- Review Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring and provide procurement related inputs before the Country Office’s Procurement Unit clearance.
- Maintain and improve the contract management system and ensure that accountability to donors and internal stakeholders is met.
- Implement e-tendering practices.
- Review and clearance of documents related to Micro-purchase Canvass procedure.
- Contribute to conducting market research for the procurement cases.
- Provide procurement related guidance to the Livestock, in close cooperation with the Procurement Unit of the County Office.
- Synthesize lessons learnt and best practices in Procurement implemented in Livestock procurement processes.
- Contribute to knowledge networks and communities of practice.
- Demonstrate leadership and personal accountability in fostering an organizational culture of gender equality and zero tolerance for any form of sexual exploitation, abuse, or harassment.
- Respect and promote diversity and inclusion by ensuring all team members, partners, and vendors are treated equally and fairly, regardless of gender, race, sexual orientation, ethnicity, ability, or other identity markers.
- Model respectful professional behavior by identifying and addressing sexism, gender discrimination, and other forms of bias in internal and external interactions.
- Ensure all personnel and partners are informed of, and adhere to, corporate policies on sexual harassment, sexual exploitation and abuse, and codes of conduct.
- Support work-life balance and care responsibilities by recognizing the caregiving roles of both women and men, and encouraging the use of family-friendly policies, flexible work arrangements, and inclusive facilities.
Required Experience
A minimum of 6 years (with Secondary Education) or 3 years (with Bachelor’s degree) of progressively responsible experience at the national or international level in procurement/supply chain, logistics or related areas is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems.
Qualifications
Secondary education is required, or University Degree in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering, or equivalent field will be given due consideration, but it is not a requirement. CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment.
