About the position

Background

Under the overall guidance of the Operations Manager and direct supervision of Procurement Analyst, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO, UN agencies, and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Position Purpose

The Procurement Associate is one of the key staff members in the Procurement Unit who will play the following duties:

• Administration and implementation of operational strategies
• Organization of procurement processes
• Implementation of sourcing strategy and e-procurement tools
• Control of CO Assets
• Organization of logistical services
• Facilitation of knowledge building and knowledge sharing

Key Duties and Accountabilities

In this section list up to five primary functions/accountabilities of the position (Typically one sentence each) and examples of duties that must be performed to successfully accomplish key responsibilities.

Ensures administration and 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, proper functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Organizes procurement processes for CO, NIM/DIM 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, 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/Quantum, preparation of Recurring Purchase orders for contracting of services, request for vendor creation. Buyers profile in Atlas/Quantum.
• Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) 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 researched information on procurement in the CO.
• Preparation of cost-recovery bills in Atlas/Quantum for the procurement services provided by UNDP to other Agencies.
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

Ensures proper control of CO Assets focusing on achievement of the following results:

• Preparation of asset/inventory reports.
• Implementation of asset/inventory and physical verification control in the CO and projects.

Ensure organization of logistical services focusing on achievement of the following results:

• Development and update supply chain plan to follow the approved procurement plan.
• Coordinate with suppliers, shipping agencies and customs clearance agents to ensure safe and fast release and collection of goods and storage in line with INCOTERMS.

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.

Impact of Results:

The key results have an impact on the overall CO efficiency in procurement and success in implementation of operational strategies.  Accurate analysis and presentation of information, well- organized transparent procurement processes, ensure client satisfaction and timely delivery of UNDP programmes/ projects. The information provided facilitates decision making of the management.

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 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 – Category Management Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency

Procurement – Contract Management Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Procurement – Sourcing Ability to find, evaluate and engage suppliers of goods and services.

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

Procurement- Data Management Knowledge of processing, storing, and validating procurement data

Procurement – Supplier/relationship management Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Ethics UN policy knowledge – Ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

Required Skills and Experience

Education

• High school with specialized training in procurement.

• Bachelor’s degree in Business or Public Administration would be desirable, but it is not a requirement.

• Certificate in Procurement and Supply Operations (CIPS) is a great advantage.

 Experience, Knowledge, and Skills

• High school with 7 years of progressively responsible procurement experience, or bachelor’s degree with 4 years of relevant procurement experience, is required at the national or international level.

• Experience in preparing procurement plans and organizing procurement processes for the office and/or projects and their implementation monitoring is an advantage.

• Experience and knowledge of sourcing and procurement techniques, as well as skills in “reading” the market; preparing and reviewing contracts and negotiating terms and conditions is an advantage.

• Experience in organization of logistical services is an advantage.

• Experience in implementation of asset/inventory and physical verification control in the office and/or projects is an advantage.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advanced knowledge of automated procurement systems, and/or experience in handling of web-based management systems is an advantage.

Language requirements:

• Working knowledge of spoken and written Khmer and English.

How to apply

Important: Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

Note: This position is open for Cambodian candidates only.

You need to apply online.

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