Procurement & Admin. Associate

Background and Organizational Context

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

UNDP invests in improving access to rights and services through strengthening effective, inclusive and accountable governing institutions, promoting a transparent, gender-sensitive and digitalized public administration with innovative solutions. UNDP focuses on the advancement rule of law and access to justice and facilitates people’s meaningful participation – in particular, women and youth - in decision-making to promote equality and social cohesion at local level.

As the integrator for collective action to realize the Sustainable Development Goals (SDGs), UNDP serves as the knowledge frontier organization for sustainable development in the UN Development System.  UNDP’s policy work carried out at HQ, Regional and Country Office levels offers a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy.

Under the broader framework of the SDGs and in line with the UN Sustainable Development Cooperation Framework (UNSDCF), UNDP Guyana continues to deliver on its key strategic priorities within its Country Programme.  For the period 2022-2026, significantly impacting (i) Economic Resilience and shared prosperity, (ii) Safety and Security, (iii) Natural Resource Management and Resilience to Climate Change, (iv) Equality and Well-being.

This strategic approach by UNDP to Guyana’s to national development priorities aims to advance human development based on economic, social and gender inequalities; supporting effective governance and social protection; and enabling sustainable low-carbon trajectories (including climate change adaptation,) all supported by digital transformation and strengthened data. 

Position Purpose

Under the guidance and direct supervision of the Operations Analyst, the Procurement/Admin Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency, and integrity.  The Procurement/Admin Associate supervises and leads the support staff of the CO Procurement/Admin Unit.  S/he promotes a client-focused, quality, and results-oriented approach in the Unit. 

The Procurement/Admin Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ as well as with vendors and Government officials to deliver information, provide advisory support, 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.

Key Duties and Accountabilities

1.) Administer and support implementation of innovative and 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, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor. 
• Conducts research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies. 

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

Example of Duties:         

• Consolidate procurement plans for the office and projects and monitor their implementation for the country office and projects.
• Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations. 
• Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP). 
• Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
• Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

3.) Implement a sourcing strategy and e-procurement tools to find best values in 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, Region and UNDP.

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.

5.) Ensures administration and implementation of the operational strategies focusing on administrative and financial control in the office, and oversight of common services

Example of Duties:         

• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Quantum. 
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Proper inventory control; supervision of proper issuance of inventory items and supplies.
• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.
• Supervises physical verification control by the support staff of the CO Procurement/Admin Unit.
• Review of travel authorizations, documentation, payments.
• Assistance in the preparation of budget, audit and other reports.
• Provision of researched information, reports for audit exercises.
• Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: Supervises support staff in Procurement Unit 

Requirements:

Education

• Secondary education with specialized training in procurement is required. 
• A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
• CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience, Knowledge, and Skills

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. At least 3 years in managing public sector procurement of goods and services would be an advantage. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge web-based management systems such as ERP.
• Knowledge of IPSAS would be an advantage.

Language requirements 

•             Fluency in English language. 

Expected Demonstration of Competencies

People Management 

UNDP People Management Competencies can be found in the dedicated site

Cross-Functional & Technical competencies