Procurement Associate/Secretary to the Advisory Committee on Procurement

Under the guidance and supervision of the Chairperson, Advisory Committee on Procurement, the Procurement Associate provides critical support to the ACP Secretariat in the management of Secretariat services ensuring effectiveness, transparency and integrity. The Procurement Associate promotes a client, quality and results-oriented approach. The Procurement Associate works in close collaboration with the Chairperson, Advisory Committee on Procurement as well as with other colleagues in the Advisory Committee on Procurement, the ACP Committee members and Country Offices and HQ Business Units colleagues preparing submissions to the ACP.

Duties and Responsibilities

Summary of Key Functions: Implementation of operational strategies Support to effective and efficient functioning of the ACP Secretariat Support to administrative and logistical services Support to knowledge building and knowledge sharing 1. Ensures administration and implementation of the operational strategies relevant to the ACP Secretariat, focusing on achievement of the following results: Full compliance of ACP procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control; ACP Secretariat business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in managing ACP submissions; monitoring of workplan and control of the workflows in the ACP Secretariat; Provision of researched information as relevant background for ACP Committee in relation to precedents, common procurement requirements across COs or at interagency level, legal considerations, tendering and contract management requirements, payment conditions, sourcing strategy, supplier selection and evaluation, quality management, and the relevant application of e-procurement tools. Support to the Regional ACPs at the 5 regional centers as required to ensure practices are standardized. 2. Ensures effective and efficient functioning of the ACP Secretariat, focusing on achievement of the following results: ACP submissions by COs and HQ units screened to determine compliance with requirements; Submitting offices supported in their preparations of submissions to meet requirements including deadlines for submission; Compilation, preparation and distribution of background information and documentation for ACP meetings, including records of past precedents or additional references; ACP meeting schedules, meeting quorum, agendas properly administered. Review cycle for a case online handled in role of ACP Secretary, from receipt to decision by CPO, including screening, seeking clarifications, preparing minutes, members endorsement and Chairperson’s clearance with follow-up communication and actions prepared and supported within deadlines; Coordination with the Regional ACPs for cases orginating from their specific regions; Database of ACP submissions and archives of meeting records are maintained; Quality of submissions to ACP and reports from CAP analyzed to measure the procurement performance capacity of HQ and CO business units; Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions; Extraction of data from various sources; research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports; ACP website continuously managed and updated, guidelines and outcomes of ACP meetings posted; 3. Ensures provision of administrative and logistical support, focusing on achievement of the following results: Travel planning and admin support to preparations including tickets, DSA, hotel reservations and requisitions in ATLAS; arrangement of shipments; Focal point for HR matters such as leave monitoring Administrative support to the ACP Chairperson in organization of appointments, meetings and other arrangements; Administrative support to conferences, workshops, retreats. Maintenance of the filing system ensuring safekeeping of confidential materials. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Generation of data in ATLAS to facilitate managerial and financial reporting; Responding to queries when staff are out of the office; Management of office supply requirements. 4. Supports knowledge building and knowledge sharing in the ACP and with Regional ACP counterparts to improve the procurement capacity in Country Offices, focusing on achievement of the following results: Organization of training on preparation of ACP submissions for CO procurement staff; Synthesis of lessons learned on reasons for failed ACP submissions as well as best practices; Sound contributions to procurement knowledge networks and communities of practice.

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 Critical Thinking: Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems Development and Operational Effectiveness Ability to perform a broad range 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 and procurement 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 and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Demonstrates openness to change and ability to manage complexity Ability to communicate effectively and work in teams UNDP Procurement Certification programme - Level 2 desirable

Required Skills and Experience

Education: Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement. Experience: 7 years of progressively responsible procurement and/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. Language Requirements: Fluency in English required. Knowledge of Spanish or French is highly desirable.

Click here for important information for US Permanent Residents ('Green Card' holders).

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.

Procurement Associate/Secretary to the Advisory Committee on Procurement