Procurement Associate

Lao

Organization: UNDP - United Nations Development Programme
Location: Lao
Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
- Procurement
Closing Date: 2024-12-03

UNDP Lao PDR:

Guided by the global UNDP Strategic Plan (2022 – 2025) and UNDP Country Programme for Lao PDR (2022 – 2026), UNDP in Lao PDR works closely with the line Ministries, mass organizations, civil society, development partners, and the private sector at both national and sub-national levels in pursuit of the national socio-economic development priorities defined in Lao PDR’s five-year National Socio-Economic Development Plan (NSEDP) and Sustainable Development Goals (SDGs). The UNDP’s work is strongly focused on the provision of policy advice and technical support to the Government of Lao PDR in the design and implementation of national legislation and strategies across four broad Priority Pillars – (1) inclusive growth and reduced inequalities, (2) UXO clearance and risk education, (3) natural resources, climate change and disaster risk reduction, as well as (4) effective, responsive, and accountable governance.

UNDP has a long history working in Lao PDR. UNDP’s comparative advantage has been its ability to work closely with a very broad range of government and local-level institutions at all levels. The UNDP country programme is aligned with the 9th NSEDP and is anchored in UNDP’s long-term partnership with the Government of more than three decades. The country programme builds on the achievements of the previous CPD that saw the incorporation of the SDGs into the national planning architecture. It aims to support Lao PDR recover from the economic and social impacts of the COVID-19 pandemic and continue its transition from LDC status, with a particular emphasis on supporting inclusive growth and reducing inequality.

Position Purpose:

Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate ensures the execution of effective, efficient and transparent procurement services and processes in the CO. 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 Head Quarter (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.

Duties and Responsibilities

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 UNDP rules, regulations, policies, through implementation of effective internal controls.
Supports the elaboration of internal procurement Standard Operating Procedures (SOPs) and the mapping CO procurement business processes in consultation with his/her direct supervisor and the office management.

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

Provide guidance and inputs to the project team on procurement plans for the country office and projects.
Prepare and conduct Micro-Purchasing, 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 (Contract, Assets and Procurement “CAP”, Regional Advisory Commitee on Procurement “RACP” and Advisory Commitee on Procurement “ACP”).
Prepare reports on procurements in CO.
Implement or partake in joint procurement processes for 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.

Develop and update rosters of suppliers.
Implement supplier selection and evaluation.
Manage vendor such as AML check, vendor sanction verification, vendor registration

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

Organize procurement training for operations, programme 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

Supervisory/Managerial Responsibilities: NA

Competencies

Expected Demonstration of Competencies

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

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

Required Skills and Experience

Education:

Secondary education 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 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

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.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Language requirements

Fluency in English language
Fluency in the national language (Lao)

Disclaimer:

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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