Procurement Associate

Job Description

Job Identification: 5165
Locations: Harare, Zimbabwe
Apply Before: 08/24/2022, 05:59 AM
Job Schedule: Full time
Agency: UNDP
Grade: NB3
Vacancy Type: National Personnel Service Agreement
Practice Area: Nature, Climate and Energy
Bureau: Regional Bureau for Africa
Contract Duration: 1 Year with Possibility for extension
Education & Work Experience: Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience
Required Languages: English
Vacancy Timeline: 2 Weeks

Background

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 works to eradicate poverty, reduce inequalities, and protect the planet through the sustainable development of nations, in more than 170 countries and territories. We help countries develop strong policies, skills, partnerships and institutions so they can sustain their progress. In Zimbabwe, UNDP is working for a Zimbabwe that is empowered and more resilient to create and sustain growth that will improve people’s lives. We focus on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions.

UNDP Zimbabwe is working with the Foreign Commonwealth and Development Office (FCDO) in Zimbabwe to support the government of Zimbabwe attain its climate goals through the Climate Adaptation Water and Energy Programme (CAWEP).The CAWEP programme aims to support vulnerable communities and institutions’ adaptation and resilience capacity to climate shocks. Through this programme UNDP and FCDO is supporting the development of climate resilient, multiple use water and renewable energy infrastructure in vulnerable communities of Zimbabwe to enable (i) continued access to water for productive and household use, including during droughts and floods, and (ii) improved access to clean and affordable energy to support economic activities with the intention of supporting more sustainable livelihoods’ outcomes. The project will align and contribute towards the Government of Zimbabwe’s (GoZ) climate change priorities outlined in various strategies, such as its National Development Strategy, Nationally Determined Contributions, National Climate Change Policy.

Against this background, the UNDP Zimbabwe Country Office is seeking a Procurement Associate to support the Project Manager and the PMU in the procurement materials, equipment and services for the CAWEP project. The Procurement Associate reports to the Project Manager. S/he will also work in liaison with the UNDP colleagues, Regional Technical Advisors, Partners and Government-nominated project focal points.

Duties and Responsibilities

a. 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.

b. Organizes procurement processes for the CO and partners 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, 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;
• Presentation of reports on procurement in the CO;
• 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.

c. 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.

d. Ensures proper control of CO Assets focusing on achievement of the following result:

• Preparation of inventory reports;
• Implementation of Inventory and physical verification control in the CO and projects.

e. 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.

f. Ensures facilitation of knowledge building and knowledge sharing in the CO 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.

Institutional Arrangement

The Procurement Associate will work under the direct guidance and supervision of the Project Manager and the overall supervision of the CO Procurement Analyst.

Competencies

Core Competencies

• 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.

Functional/Technical competencies

• Business management: Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
• Business development: Collective Intelligence Design: Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions.
• Business direction and strategy: Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
• Procurement: Data Analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.
• Procurement: Data Management: Knowledge of processing, storing, and validating procurement data.
• Procurement: 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.

Required Skills and Experience

Education:

• Secondary Education with specialized training in procurement is required.
• University Degree in Business or Public Administration would be desirable but is not a requirement.

Experience:

• Minimum 6 years (Secondary Education) or 3 years (University Degree) of progressively responsible procurement or administrative 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;
• Certificate in Public Procurement would be an asset;
• Procurement and or administrative support experience in the UN or other international organizations would be an asset;
• Experience in development projects in international organizations would be an asset.

Language:

• Fluency in written and spoken English.

Professional Certificates:

• ACCA, CIPS, CISCO, etc.

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.

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