Procurement Associate

II. Organisational Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

III. Purpose of the assignment

Under the guidance and supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

Summary of Key Functions:

1. Implementation of operational strategies
2. Organization of procurement processes
3. Control of Office Assets
4. Logistical and General administration support
5. Knowledge building and knowledge sharing

1. Implementation of operational strategies

• Support full compliance of procurement activities with UN/UN Women rules, regulations, policies and strategies; implementation of the effective internal control.
•    Lead procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) and workflows in Procurement and Logistics in consultation with the direct supervisor and office management.
• Provide inputs to the preparation and implementation of administrative team results-oriented work plans.

2. Organization of procurement processes

• Review and close all the open purchase orders for that need to be closed in consultation with the supervisor and the RO operations team.
• Create/update a supplier data base for the UN Women South Africa MCO in consultation with the supervisor and the RO operations team.

• Prepare procurement plans for the office and projects and is responsible for their implementation monitoring.
• Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operation Manager.
• Implement corporate procurement management policies and strategies in support of the operations of the Regional Office.
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost effective manner.
• Organize procurement activities and processes, including preparation and conduct of RFQs, ITBs or RFPs, opening and evaluation of tenders, coordinate contract negotiations (as required), prepare request for award of contract for the review and approval of relevant authorities,  in full compliance with UN Women regulations and rules.
• Prepare Purchase orders and contracts in and outside Atlas including preparation of Recurring Purchase orders for contracting of services, and create vendor profiles in Atlas.
• Review of procurement processes conducted by projects; submissions to the Regional Acquisition Management Review Committee (RAMRC), and Acquisition Management Review Committee (AMRC).
• Ensure implementation of the internal control system, which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with errors (e.g. POs with budget errors, match exceptions, unapproved POs etc.), and provide timely information and response to relevant department to resolve the issues.  
• In consultation with management, find ways of improving procurement in line with the organization’s policies

3. Control of Office Assets

• Prepare inventory reports.
• Manage the implementation of Inventory and physical verification control in the MCO and projects.
• Maintain records on assets management and preparation of required reports.

4. Logistical and General administration support

• Organize travel including purchase of tickets, DSA calculation, PO preparation.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
• Arrange shipments, vehicle maintenance, conference facilities contracting, etc.
• Review and prepare material for common system activities relating to common services and premises, procurement processes, etc. and represent UN Women in related inter-agency meetings and working groups in the absence of supervisor.

5. Knowledge building and knowledge sharing

• Organization of trainings for the operations/ projects staff on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.
• Perform any other duties as may be assigned by the management of the MCO.

Impact of Results

The key results have an impact on the overall effectiveness of the procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UN Women programmes and projects.

CORE VALUES / GUIDING PRINCIPLES

• Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
• Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
• Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

• Ethics and Values: Demonstrate and safeguard ethics and integrity.
• Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
• Development and Innovation: Take charge of self-development and take initiative.
• Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
• Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication.
• Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
• Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
• Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge.
• Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making.

FUNCTIONAL COMPETENCIES

• Solid knowledge of UN/ UN Women rules, regulations, guidelines and procedures as relate to procurement, assets management and facilities management.
• Familiarity with Internal Control Framework principles as relates to procurement.
• Demonstrated knowledge of the procurement process, including planning, solicitation methods and evaluation, contractor appraisal evaluation and negotiation of offers, management of the contract and contractor, payment conditions, risk assessment.
• Solid knowledge of automated procurement systems.
• Ability to provide input to business processes re-engineering and implementation of new systems.
• Good analytical and problem-solving skills.
• Strong organizational and planning skills.
• Strong focus on client service; ensuring impact and results for client.
• Produces quality outputs in a timely manner.
• Consistently approaches work with energy and a positive, constructive attitude.
• Ability to work well under pressure, and to meet deadlines. 

Education and certification:

• Completion of secondary education is required;
• Specialized training in Procurement; or a bachelor’s degree (or equivalent) in Business Administration or related field is required
• Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset; 

Experience:

• At least 7 years of progressively responsible experience in procurement, administration or related at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc);
• Experience in handling of web-based management systems, such as Atlas

Language Requirements:

Fluency in English is required. Working knowledge of another UN official language is an asset.

Only shortlisted candidates will be contacted    

This position is open to South African nationals and Permanent Residence Holders Only.

“UN Women is an equal opportunity employer which strives to achieve overall balance in its staffing patterns”.