Procurement Associate, Banjul, Gambia

## Procurement Associate, Banjul, Gambia - Organization:UNDP - United Nations Development Programme Office/Unit/Project Description UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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. UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP. 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 direct supervision of the Deputy Resident Representative, Operations Manager, or Procurement Analyst, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO. S/he promotes a client-focused, quality, and results-oriented approach in the Unit. 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, through implementation of effective internal controls. - Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management. Organize procurement processes for CO, projects, and other UN Agencies. - Provide guidance and inputs to the project team on procurement plans for the country office and projects. - Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations. - Provide guidance to evaluation panel members on UNDP evaluation methodologies, compliance criteria, and scoring guidelines immediately following a procurement advertisement. - Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. - Proactively monitor open Purchase Orders (POs) and follow up with project managers and end-users to ensure the timely receipting of goods/services and the systematic closure of completed POs in the system. - Support strategic procurement by actively collaborating with end-users to review procurement plans and consolidate/bulk similar requests across projects, improving process efficiency and securing economies of scale. - Prepare submissions for internal procurement review committees (CAP, RACP, and ACP). - Prepare reports on procurements in CO Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals. - Develop and update rosters of suppliers. - Implement supplier selection and evaluation. - Provide suppliers with training on the UNDP Quantum portal - Work with UN sister agencies in establishing LTAs Facilitate procurement knowledge building and knowledge sharing in CO. - Organize procurement training for operations and project staff. - Organize procurement training for vendors on e-procurement modules. - Synthesize lessons learned and best practices in procurement. - Make sound contributions to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation. Supervisory/Managerial Responsibilities:The Procurement Associate have no supervisory responsibility. Institutional Arrangement The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues. 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 - LEVEL 1: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 Procurement - Sourcing:Ability to find, evaluate and engage suppliers of goods and services. Procurement - Financial Analysis:Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability. Procurement - Procurement Management:The ability to acquire goods, services or works from an outside external source. Procurement - Stakeholder Management:Ability to work with incomplete information and balance competing interests to create value for all stakeholders. Business Management - Customer Satisfaction/Client Management:Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns. Business Management - Risk Management:Ability to identify and organize action around mitigating and proactively managing risks. Business Management - Communication:Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels Minimum Qualifications Secondary education is required, or University Degree (Bachelor's degree) in Business Administration, Public Administration, 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. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage Minimum of 6 years