Vacancy Announcement from United Nations: Procurement Associate
Procurement Associate, Kathmandu, Nepal Country Office, G-6
Job ID: 38589
Location: Asia and Pacific
Full/Part Time: Full-Time
Regular/Temporary: Regular
Background Information
PLEASE NOTE THAT THIS VACANCY IS OPEN FOR INTERNAL CANDIDATES OF THE NEPAL COUNTRY OFFICE ONLY.
Closing Date: 8 September 2021
Duration: One year (renewable)*
Contract Type: Fixed-Term
Duty Station: Kathmandu, Nepal
* No expectancy of renewal in accordance with UN Staff Regulation 4.5
NOTE:
Due to the nature of the Job Fair, applicants are advised that there will be instances when invitation for participating in the written assessment and subsequent interview, where appropriate, will be at short notice. The CO will endeavor to give at least two days notice, however we are kindly asking for your full cooperation during this time.
Organizational Setting
The Position:
The Procurement Associate position is located in Kathmandu in the Nepal Country Office (CO). Under the overall supervision of the International Operations Manager, the incumbent reports directly to the Administrative Associate. The Procurement Associate supervises other support staff in the team. The Procurement Associate works in close collaboration with the operations, programme and projects staff in the CO and with UNFPA Headquarters (HQs) staff which includes Procurement Services Branch (PSB) for resolving complex procurement-related issues and information exchange.
The Procurement Associate ensures execution of transparent and efficient procurement services and processes in Nepal CO, including during humanitarian settings. The Procurement Associate promotes a client-focused, quality and results-oriented approach in accordance with corporate rules and regulation and guidelines, including the procurement procedures of the UNFPA.
How you can make a difference:
UNFPA is the United Nations sexual and reproductive health agency, working to a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices against women and girls.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who uphold the values enshrined in the United Nations Charter and the Universal Declaration of Human Rights, who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
The Procurement Associate ensures the effective delivery of procurement services and s/he provides support for other administrative and logistics services, working closely with CO and project teams and advises managers in all these areas.
Main Tasks & Responsibilities
Summary of Key Functions:
1. Implement procurement strategies and contribute to sourcing strategy:
- Ensures full compliance of procurement activities with UNFPA rules, regulations, policies and strategies, including in humanitarian settings.
- Ensures provision of inputs to the CO procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
- Participates in the annual work-planning sessions; provides advice on preparation of project-level Annual Procurement Plan and develops an integrated CO Annual Procurement Plan.
- Develops sourcing strategy for smooth implementation of the CO Annual Procurement Plan, takes proactive measures to achieve cost-savings where possible, reviews and processes procurement requests from the CO and project teams in a transparent and cost-effective manner, and makes recommendations as appropriate.
- Works with PSB and provides support in ensuring compliance with procurement procedural requirements, SIS monitoring, quarterly and annual checklists, and requirements, and as may be received from PSB/HQ from time to time.
- Ensures UNFPA is represented in the Operational Management Team Working Group for Procurement.
- Ensures UNFPA’s participation in BOS Procurement Working Group, and compliance and completion of BOS requirements.
- Conducts market research to identify potential suppliers for goods/services to be procured, including implementation of supplier selection and evaluation; Updates the rosters of suppliers; Taps into the common roster of vendors/suppliers used by UN agencies; and completes regular assessment in Vendor Assessment Tool.
2. Administer, execute and coordinate procurement processes for the CO and projects at the request of other Agencies focusing on achievement of the following results:
- Provides inputs for the preparation and updating of procurement plans for the office and supports monitoring of plans and its implementation.
- Provides support for the organization of procurement processes, including preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and their preliminary evaluation and reporting.
- Prepares Purchase Orders and contracts in Atlas/ERP system, preparation of Recurring Purchase Orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the Procurement Unit and buyers profile in Atlas.
- Implements the internal control system which ensures that Purchase Orders are duly prepared and dispatched. Ensures timely corrective actions on POs with budget check errors and other problems.
- Ensures a clean dashboard at all times.
- Organizes joint procurement processes with UN agencies in line with UN reforms and Mutual Recognition signed by the UNFPA Executive Director, making solid contributions towards Delivering as One principle.
3. Give advice and guidance to country offices and other parties on procurement processes and procedures:
- Creates awareness on the importance of procurement and procurement planning to deliver in accordance with the UNFPA policies and procedures.
- Communicates changes in procurement processes and procedures, as well as, any updates in the related financial procedures, providing clarifications and guidance.
- Monitors CO compliance with the Procurement Procedures (thresholds, vendor evaluation, ethics, supplier relations etc).
- Follows-up on CO audit observations, as needed.
- Monitors requests and ensures compliance with the mandate of UNFPA and procurement procedures; take action in case of violation.
4. Assist in provision of capacity building and knowledge sharing in procurement services to CO staff and cooperating agencies focusing on achievement of the following results:
- Participates in the training for the operations/ projects staff on procurement.
- Makes sound contributions to knowledge networks and communities of practice.
- Assists in provision of capacity building in procurement to CO and co-operating agencies/partners.
5. Provide support to the Administrative Associate:
- Backstops the Administrative Associate in 1) Assets record keeping and maintenance and 2) Inventory maintenance and record keeping.
- Supervises the Logistics Assistant.
6. Perform any other duties assigned by the Country Office leadership.
Qualifications and Experience
Education:
- Completion of Secondary education is required.
- University degree or equivalent certification in Public or Business administration, Procurement, Logistics, Marketing, Commerce, Engineering, Law or related discipline highly desirable but is not a requirement.
Knowledge and Experience:
- Minimum 6 years of relevant work experience preferably in public or private sector in procurement, logistics, marketing, public or business administration, commercial or law related disciplines or program at local level. Experience from non-governmental organizations, non-profit organizations and the private sector will also be treated equivalently.
- Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), ERP systems, such as PeopleSoft or Oracle, E-filing system and other software applications is a strong advantage.
- Experience in working with international procurement and logistics or business operations is desirable.
- Knowledge of procurement in humanitarian settings is an asset.
- Experience working with UNFPA or another UN agency is an asset.
- CIPS 2 Certificate is an asset.
Other desirable skills
- Ability to analyze and utilize complex data
- Excellent organizational and time management skills
- Ability to establish and maintain harmonious relationships with customers, suppliers and colleagues
- Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary
- Service minded
Languages:
- Fluency in English and Nepali (oral and written); knowledge of one or more of the official local languages is desirable. Other official UN languages are an asset.
Required Competencies
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing diversity in all its forms
- Embracing change
Core Competencies:
- Achieving Results
- Being Accountable
- Developing and Applying Professional Expertise/Business Acumen
- Thinking analytically and Strategically
- Working in Teams/Managing Ourselves and our Relationships
- Communicating for Impact
Functional Competencies:
- Managing data
- Job knowledge/technical expertise
- Planning, organising and multitasking
- Providing financial and budget support
Managerial Competencies:
- Providing strategic focus
- Engaging internal/external partners and stakeholders
- Leading, developing and empowering people/ creating a culture of performance
- Making decisions and exercising judgment
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
Disclaimer
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
HOW TO APPLY:
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at http://www.unfpa.org/employment.
Please print out the Guide for your reference during the registration and application process.
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
