Procurement Assistant (Service Center) | [QQ706]

Procurement Assistant (Service Center) | [QQ706]

27 may
|
Importante empresa del sector
|
Bogotá D.C.

27 may

Importante empresa del sector

Bogotá D.C.

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.





The current UNDP Strategic Plan 2018-2021, establishes as a vision for the organization to help countries achieve sustainable development by eradicating poverty in all its forms and dimensions,

accelerating structural transformations for the sustainable development and creating resilience in the face of crisis and shocks. The foregoing, in response to the changing panorama of development and the evolution of the needs of the UNDP Partners.



By 2021, it´s s expected for UNDP to 1) Strengthening its relevance as a trustworthy partner in a complex and changing development landscape, firmly committed to its mandate to eradicate poverty; 2) Be more agile, innovative and enterprising: an intellectual reference that assumes and manage the risks; 3) Be more effective and efficient in the use of resources to obtain results. In the same way, the following progress aims to be consolidated: 1) The eradication of poverty in all its forms and dimensions, and the maintenance of people outside poverty; 2) The acceleration of structural transformations for sustainable development, in particular through innovative solutions that have multiplier effects in all the Sustainable Development Goals; 3) The creation of resilience in the face of crises and disturbances, in order to safeguard the achievements made in terms of development. UNDP intends to strengthen the commitment to work in collaboration with governments, civil society and the private sector, in order to respond to the needs of the country.



In addition, the UNDP Country Program Document (CPD) for 2015-2019 seeks to support the efforts of the Colombian government for the transition to peace and the consolidation of its position as a middle-high income country with the membership of the OECD. The CPD proposes three work priorities: 1) Peace building and peaceful conflict transformation; 2) Inclusive and sustainable growth; and 3) Inclusive governance for urban and rural development.



Within this framework, the UNDP Colombia Office with a presence in 25 territories works in partnership with the Government - at the national and local levels - the private sector and social organizations to prioritize actions that allow transforming the living conditions of the most vulnerable populations. Currently UNDP in Colombia faces challenges of national relevance, related to his contribution to the National Government, to other Agencies of the United Nations system and to counterparts, in matters that have to do with a post-conflict scenario in Colombia and other important initiatives for the country.



Under the guidance and direct supervision of the Service Center Manager, the Procurement Assistant mainly provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.



The Procurement Assistant works in close collaboration with the Management, Management Support, Operations, other Units, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver Service Center services.





Duties and Responsibilities





Summary of Key Functions:



1. Implementation of operational strategies



2. Support to procurement processes



3. Implementation of sourcing strategy



4. Implements recruiting services



5. Provision of logistical services



6. Support to knowledge building and knowledge sharing



1. Ensures implementation of operational strategies focusing on achievement of the following results:



- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.



- 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.



2. Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:



- Provision of inputs to preparation of procurement plans for the office.



- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.



- Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.



- 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.



- Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.



3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:



- Update of the rosters of suppliers.



4. Implements Recruiting services focusing on achievement of the following results:



- Preparation of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels for non-staff contract management.



- Support in the Preparation of non-staff contracts (SCs and ICs).



- Update of the CO non-staff rosters.



- Maintenance of proper filing system for non-staff records and documents.



- Provision of information for cost-recovery for non-staff services provided by UNDP to other Agencies.



5. Ensures provision of logistical services focusing on achievement of the following results:



- Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.



- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.



6. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:



- Participation in the trainings for the operations/ projects staff on Procurement.



- Sound contributions to knowledge networks and communities of practice.





Competencies





Competencies and Selection Criteria



Description of Competency at Level Required



(For more comprehensive descriptions please see the competency inventory)





Core





Innovation



Ability to make new and useful ideas work



Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations



- Contributes reliable production of knowledge services and transactions



- Embraces new methods





Leadership



Ability to persuade others to follow



Level 2: Proactively identifies new opportunities and challenges



- Recommends options for addressing work challenges



- Assumes responsibility for decisions and outcome of one’s work



- Engages with other to address job opportunities and challenges





People Management



Ability to improve performance and satisfaction



Level 2: Takes ownership of responsibilities



- Recognizes potential road blocks to completing tasks and seeks guidance from supervisors to address issues.



- Based on formal and informal feedback received, takes action to address areas for growth and improvement





Communication



Ability to listen, adapt, persuade and transform



Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity



- Demonstrates regular and consistent communication frequency with supervisor and colleagues



- Proactively shares information within and across teams





Delivery



Ability to get things done while exercising good judgement



Level 2: Meets goals and timelines for delivery of products or services;



- Embraces expanded responsibilities and challenges self to excel



- Accepts responsibility for the outcomes of own work



- Seeks to deepen awareness of organizational policies and procedures and how to interpret directives and requests, in consultation with supervisors and colleagues





Technical/Functional





Building Strategic Partnerships Maintaining information and databases



Level 2: Execute & Learn: Execute & Learn: Perform defined tasks



- Analyzes general information and selects materials in support of partnership building initiatives





Promoting Organizational Learning and Knowledge Sharing



Basic research and analysis



Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work



- Researches best practices and poses new, more effective ways of doing things





Job Knowledge/Technical Expertise



Fundamental knowledge of processes, methods and procedures



Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work



- Understands the main processes and methods of work regarding to the position



- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks



- Strives to keep job knowledge up-to-date through self-directed study and other means of learning



- Demonstrates good knowledge of information technology and applies it in work assignments





Promoting Organizational Change and Development



Presentation of information on best practices in organizational change



Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work



- Demonstrates ability to identify problems and proposes solutions





Design and Implementation of Management Systems



Data gathering and implementation of management systems



Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work



- Uses information/databases/other management systems





Client Orientation



Maintains effective client relationships



Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work



- Reports to internal and external clients in a timely and appropriate fashion



- Organizes and prioritizes work schedule to meet client needs and deadlines





Promoting Accountability and Results-Based Management



Gathering and disseminating information



Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work



- Gathers and disseminates information on best practice in accountability and results-based management systems





Required Skills and Experience





Education



Secondary Education with specialized training in procurement. University Degree in Business Administration, Public Administration or Social Sciences would be desirable, but it is not a requirement.



Experience



Work experience in UNDP and demonstrated knowledge of UNDP policies and procedures is a requirement.



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





Language Requirements



Fluency in English and Spanish.





Disclaimer





Important applicant information



All posts in the FTA categories are subject to local recruitment.



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.



Workforce diversity



UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.



Scam warning



The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive 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.

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