Procurement Associate (G6)- Country Office Procurement Unit

Over the past decades, Bangladesh made remarkable human development progress, despite frequent intensive and extensive disasters, impact of climate change and, more recently, the Rohingya refugee crisis. As one of the world's fastest growing economies, the country is an aspirant of LDC graduate and aims to become a developed nation by 2041.

However, its development gains have not been distributed in an equitable way resulting in widening inequality despite making good progress women economic empowerment. Its economic reliance on foreign remittances and RMG have increasingly being exposed to 4th Industrial Revolution and more recently COVID-19. While urbanization and industrialization continue to offer an economic dividend, they have a compound negative impact on eco-system health. Besides, climate and disaster remain major fault-line in the economy and society.

In addressing the challenges, the country was able to maintain a forward-facing policy environment. As a result, the reduction of poverty and inequality, and becoming a resilient nation remain the GoB's top priority. The country is also known for its accelerated implementation approach of Sustainable Development Goals (SDGs) through nationally driven policies and investments.

In support of the country's ambition, UNDP has been a strong partner of the government in co-designing policy solutions, capacity building and promoting innovations. The expectation from UNDP to play an SDG integrator role is growing in the context of the post-UN reform.  

This Job Description is designed to support a more integrated and collaborative way in supporting Bangladesh achieve sustainable development and sustainable peace. The Country Office has designed new ways of working that will facilitate more collaboration across the office and higher delivery and emphasize learning and support to national staff capacity development.

In this context the Procurement Unit is entrusted with:
•    Advisory support and oversight of programme / project procurement planning 
•    Facilitation of local procurement processes 
•    Coordination of procurement oversight mechanism

Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate provides support to the Procurement Unit working in close collaboration with unit colleagues and with the Operations, Programme and project teams, UNDP HQs staff and Procurement Support Office in Copenhagen to successfully deliver procurement services.

The Procurement Associate will be part of a team also providing technical support to programmes and projects in the CO, or as otherwise directed.
 

Duties and Responsibilities

Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO.  The Procurement Associate may supervise and/or lead the support staff of the CO Procurement Unit.  S/he promotes a client-focused, quality, and results-oriented approach in the Unit.  

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

Example of Duties:   

•    Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls. 
•    Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management. 

2.) Organize procurement processes for CO, projects, and other UN Agencies.

Example of Duties:   

•    Provide guidance and inputs to the project team on procurement plans for the country office and projects. 
•    Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations. 
•    Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
•    Prepare submissions for internal procurement review committees (CAP, RACP, and ACP). 
•    Prepare reports on procurements in CO. 
•    Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.

3.)  Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.

Example of Duties:    

•    Develop and update rosters of suppliers. 
•    Implement supplier selection and evaluation. 

4.) Facilitate procurement knowledge building and knowledge sharing in CO.

Example of Duties:    

•    Organize procurement training for operations and project staff.
•    Organize procurement training for vendors on e-procurement modules.
•    Synthesize lessons learned and best practices in procurement.
•    Make sound contributions to knowledge networks and communities of practice.
   
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
 

Core : Full list of UNDP Core Competencies can be found here  
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 
People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies 
Thematic Area    Name    Definition
Procurement    Sourcing    •    Ability to find, evaluate and engage suppliers of goods and services 
Procurement     Financial Analysis    •    Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability 
Procurement     Procurement Management    •    The ability to acquire goods, services or works from an outside external source. 
Procurement     Stakeholder Management     •    Ability to work with incomplete information and balance competing interests to create value for all stakeholders 
Business Management     Customer
Satisfaction/ClientManagement    •    Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs.
•    Provide inputs to the development of customer service strategy
•    Look for ways to add value beyond clients’ immediate requests
•    Ability to anticipate client’s upcoming needs and concerns
Business Management     Risk Management    •    Ability to identify and organize action around mitigating and proactively managing risks
Business Management    Communication    •    Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
•    Ability to manage communications internally and externally, through media, social media and other appropriate channels

Experience, Knowledge, and Skills

•    Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. Experience in public sector procurement of goods and services would be an advantage. 
•    Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.

Desired skills
•    Experience in independently conducting procurement processes for programme and projects.
•    Experience in preparation of procurement plans for the office and projects and their implementation monitoring.
•    Experience in establishment of long term agreements, development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
•    Experience in developing and maintaining vendor management and carryout regular assessment of vendor performance assessment.
•    Experience in Implementing and aligning sourcing & purchasing strategy
Language requirements

•    Fluency in the UN language of the duty station is required
•    Fluency in the national language of the duty station is required for local staff