Procurement/Admin. Associate - UNDP - Egypt

Job Description
	Agency UNDP Title Procurement/Admin. Associate Job ID 5536 Practice Area - Job Family Management Vacancy End Date (Midnight New York, USA) 13/09/2016 Time Left 5d 5h 28m Duty Station Cairo, Egypt Education & Work Experience C-HS Graduate or Equivalent - 6 year(s) experience Languages Required: Desired: Arabic, English Grade G6 Vacancy Type FTA Local Posting Type External Bureau Arab States Contract Duration 1 Year with possibility for extension Open for Egyptian nationals only
Background
	Under the guidance and supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient Procurement services and processes for NEX and DEX projects in CO. The procurement Associate supports the overall management and control of expendable and non-expendable UNDP NIM/DIM projects assets, administers disposal of assets and subsequent renewal of inventory data; administers and executes processes and transactions ensuring high quality and accuracy of work. 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 and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
	Duties and Responsibilities
	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. Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units. Organizes procurement processes for NEX/DEX projects focusing on achievement of the following results: Provide guidance to projects in preparation of their procurement plans 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. Participate in procurement panel meetings 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). Alternate to CAP secretariat for the review of procurement processes; 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 projects. Provide guidance on recruitment to NEX/DEX projects Preparation of Service Contracts for NEX/DEX projects. Maintains an e-log and filling system for different types of contracts Provision of information for the audit of NEX/DEX projects, implementation of audit recommendations 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. Ensures proper Management of Roster of UNDP Suppliers focusing on achievement of the following result: Follow up regularly with Contract Focal Points, obtain performance feedback and establish /or update the simple Roster of Suppliers with positive performance over the past; Establish the Roster of Pre-Qualified Suppliers after completion of Solicitation Process or CRC approval, as applicable, constantly update the status on validity, performance track and any other relevant information; Identify, in consultation with Unit Head and clients, the potential categories of procurement requiring pre-qualification to ensure speed in solicitation and/or research the market from time to time; Maintain the up-to-date List of LTAs created by Country Office, update them with validity, LTA ceiling and extension or termination plans in consultation with users and supervisor; 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. Training of office/project staff engaged in the conduct of physical inventory. Synthesis of lessons learnt and best practices in Procurement. Sound contributions to knowledge networks and communities of practice.
	Competencies
	Functional Competencies:              Building Strategic Partnerships Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives. Promoting Organizational Learning and Knowledge Sharing  Basic research and analysis Researches best practices and poses new, more effective ways of doing things. Documents innovative strategies and new approaches. Job Knowledge/Technical Expertise Fundamental knowledge of processes, methods and procedures 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 Documents ‘best practices’ in organizational change and development within and outside the UN system. Demonstrates ability to identify problems and proposes solutions. Design and Implementation of Management Systems Data gathering and implementation of management systems Uses information/databases/other management systems. Provides inputs to the development of simple system components. Client Orientation   Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion. Organizes and prioritizes work schedule to meet client needs and deadlines. Establishes, builds and sustains effective relationships within the work unit and with internal and external clients. Responds to client needs promptly. Promoting Accountability and Results-Based Management  Gathering and disseminating information Gathers and disseminates information on best practice in accountability and results-based management systems. Prepares timely inputs to reports. Maintains databases. Core Competencies: Demonstrating/safeguarding ethics and integrity. Demonstrate corporate knowledge and sound judgment. Self-development, initiative-taking. Acting as a team player and facilitating team work. Facilitating and encouraging open communication in the team, communicating effectively. Creating synergies through self-control. Managing conflict. Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making.
	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: 6 years of progressively responsible 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 the English and Arabic.
	Disclaimer
	Important applicant information All posts in the GS 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.

Apply