Procurement Assistant
Addis Ababa
- Organization: UNDP - United Nations Development Programme
- Location: Addis Ababa
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
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Occupational Groups:
- Administrative support
- Procurement
- Closing Date: 2024-11-15
UNDP signed the Standard Basic Assistance Agreement (SBAA), its agreement of cooperation with Ethiopia, in February 1981.
UNDP’s work in Ethiopia is aligned fully with the national plans, and guided by the UNDP Strategic Plan, and assists the country to overcome its structural challenges as it strives to become a democratic, peaceful, and prosperous middle-income country. UNDP focuses on supporting a successful transition to democratic governance, address drivers of conflict to consolidate and build peace, foster enabling conditions for expanded job creation by the private sector (especially SMEs) and accelerate the transition to a green economy resilient to climate change. Gender equality and women’s empowerment will be embedded across all areas of work. Across its priorities, UNDP applies principles drawn from the human-rights based approach that are strongly embedded in the 2030 Agenda for Sustainable Development. The Programme Unit works to support the achievement of UNDP strategic objectives to create a world where people and the planet thrive together and to help the Country Office act with both ambition and scale to address urgent problems facing the country as well as global climate deteriorating conditions.
Position Purpose
Under the overall guidance of the DRR (O) and direct supervision of the Procurement Specialist, the Procurement Assistant 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 operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.
Summary of Key Functions:
- Implementation of operational strategies.
- Support to procurement processes.
- Implementation of sourcing strategy.
- Support to knowledge building and knowledge sharing.
1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
- Ensure 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 projects and at the request of other Agencies focusing on the achievement of the following results:
- Provision of inputs to preparation of services procurement plans for the office;
- Support to organization of procurement processes;
- Preparation of Purchase orders and contracts in and outside ERP ( Quantum) , preparation of Recurring Purchase orders for contracting of services, vendor creation in Quantum , maintenance of the filing system in the procurement Unit;
- Implementation of the internal control system that ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
- Preparations of procurement solicitation documents such as; RFQ, ITB, RFP and others for the procurement requirements of the CO;
- Update the procurement status on internal Monitoring Tool to help the unit and requesting unit to proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
- Support on submissions of procurement cases to oversight committee: the Contract, Asset and Procurement Committee (CAP), RACP and Advisory Committee on Procurement (ACP);
- Provision of information for preparation of cost-recovery bills in Qunatum for the procurement services provided by UNDP to other Agencies;
- Create contract on the new ERP System (Quantum) , and follow up the contract management with in the contract management module for each procurement case;
- Support setting up new vendor profile, modifications of existing Vendors and other related vendor tasks on the new ERP system;
- Support on asset counts as per corporate requirement;
- Backstops the procurement teams in case of absence.
3.) Contributes to the implementation of sourcing strategy focusing on the achievement of the following result:
- Update of the rosters of suppliers;
- Support on the development and management of the rosters of suppliers, LTA, etc;
- Closely work with other procurement colleagues on preparation of Expression of Interest on selected category of procurement and work on its implementations;
- Participate on supplier selection and evaluation, and document performance record of suppliers;
- Support on the implementation of the e-procurement system.
4.) Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in the training for the operations/ projects staff on Procurement;
- 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:
- 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: Appreciates/respects differences, aware of unconscious bias, confronts discrimination.
Cross-functional and technical competencies
Procurement management:
- The ability to acquire goods, services or works from an outside external source.
Customer Satisfaction/Client Management:
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and 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.
Procure-to-Pay:
- Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.
Sourcing:
- Ability to find, evaluate and engage suppliers of goods and services.
Stakeholder management:
- Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
Category management:
- Knowledge of contract management concepts, principles, and methods, and ability to apply this to strategic and/or practical situations.
- Secondary Education is required.
- University degree in Business Management, Public Administration, Logistics and Supply Chain Management or equivalent will be given due consideration, but it is not a requirement.
- CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
- A minimum of 5 years (with a high school diploma) or 2 years (with a bachelor’s degree) of relevant and progressive experience in procurement at the national level is required;
- Experience in the usage of computers, office software packages (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP;
- Experience in reviewing the technical requirements i.e. terms of References, Specifications, statement of Works and providing guidance and feedback to the requesting unit;
- Experience in the preparations of procurement solicitation documents such as; RFQ, ITB, RFP and others for the procurement requirements of the CO;
- Practical knowledge in the preparations of evaluation reports, procurement minutes, price comparisons analysis, etc;
- Knowledge and practical experience in supporting the administration of the issuance of bid/ for locally and internationally procured goods and services;
- Have a practical experience in the preparations of comparative tables to analyze bid, following up on deliveries and conformity with purchase orders, and constantly Monitoring vendor’s performance;
- Have practical knowledge of the market structure of the country (Ethiopia) for locally procured goods and have some background knowledge of the international market;
- Practical knowledge of Incoterms (International Commercial Terms);
- Experience in preparations of Purchase Orders (Pos), contracts, and contract administration;
- Experience in working with ERP (Enterprise Resource Planning) systems related to procurement areas in terms of initiating procurement requests, processing procurements, carrying out follow-up and processing purchase order etc;
- Working experience in the UN system is advantageous.
Language Requirements:
- Fluency in written and spoken English and Amharic is required.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.