Vacancy at UNDP - PROCUREMENT ASSOCIATE

PROCUREMENT ASSOCIATE (FOR INDONESIAN NATIONALITY ONLY)
Location :	Banda Aceh, INDONESIA
Application Deadline :	11-Feb-11
Type of Contract :	Service Contract
Post Level :	SC-6
Languages Required :	English
Expected Duration of Assignment :	Up to 31 December 2011

Background

UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia. We, the UNDP Country Office (CO), aim to be a bridge between Indonesia and all donors as well as maintaining our status as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development. I. Organizational Context Under the guidance and supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in SO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit. The Procurement Associate can supervise Assistant, clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the SO and UNDP CO and HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

II. Functions / Key Results Expected Summary of Key Functions: Implementation of operational strategies Organization of procurement processes Implementation of sourcing strategy Control of SO Assets Provision of logistical services Facilitation of knowledge building and knowledge sharing 1. Ensures implementation of the operational strategies focusing on achievement of the following results: Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control. CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management 2. Organizes procurement processes for SO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results: Preparation of procurement plans for the office and projects and their implementation monitoring. Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, SSA/IC, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas. Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP). Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. Maintenance of Contract Management Data update Presentation of reports on procurement in the SO. Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies. Implementation of joint procurement processes for the UN Agencies in line with the UN reform. Preparation of regular Procurement unit reports 3. Ensures implementation of sourcing strategy focusing on achievement of the following result: Development and update of the rosters of suppliers, implementation of supplier selection and evaluation 4. Ensures proper control of SO Assets focusing on achievement of the following result: Preparation of inventory reports. Implementation of Inventory and physical verification control in the SO and projects. 5. Ensures organization of logistical services focusing on achievement of the following results: Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys. 6. Ensures facilitation of knowledge building and knowledge sharing in the SO focusing on achievement of the following results: Organization of trainings for the operations/ projects staff on Procurement. Synthesis of lessons learnt and best practices in Procurement. Sound contributions to knowledge networks and communities of practice. III. Impact of Results The key results have an impact on the overall execution of the SO procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencies

IV. Competencies Corporate Competencies: Demonstrates commitment to UNDP’s mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies Knowledge Management and Learning Shares knowledge and experience Encourages office staff to share knowledge and contribute to UNDP Practice Areas Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets Sound knowledge of financial rules and regulations Ability to provide input to business processes re-engineering, implementation of new system. Leadership and Self-Management Focuses on result for the client Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humored even under pressure Demonstrates openness to change Responds positively to feedback and differing points of view

Required Skills and Experience

V. Recruitment Qualifications Education: Bachelor Degree in Economic, Business, Public Administration or any other relevant field. Certification in Procurement is desirable. Experience: 6 years of progressively responsible Procurement experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems. Language Requirements: Fluency in the UN and national language of the duty station. APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11 Female candidates are encouraged to apply UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements

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.

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