UNDP PROCUREMENT ASSOCIATE (LOCAL POSITION) Job in Nairobi Kenya

PROCUREMENT ASSOCIATE (LOCAL POSITION)
Location :	Nairobi, KENYA
Application Deadline :	27-Oct-11
Type of Contract :	Service Contract
Post Level :	SC-6
Languages Required :	English
Duration of Initial Contract :	One year
Expected Duration of Assignment :	One year (with possibility of extension)
Background
The Governance Programme promotes national and local institutions and serves to steward Somalia’s establishment of good governance and public accountability in an environment where government functions are nascent or non-existent. The Governance Programme has three components: a) Local governance; b) Somali Institutional Development Project (SIDP), and c) the Constitution project. Under the Local Governance component, UNDP together with four other UN agencies, works to place communities at the core of local development to ensure that the services provided are relevant to a given community and that the local councils are accountable to the people and transparent. Somali Institutional Development Project (SIDP) seeks to implement institutional development and capacity building by targeting the ‘machinery of government’ (parliament and central agencies), followed by professional institutions responsible for public administration. The Constitution project endeavors to promote reconciliation, peace and stability through a constitution-making process at the federal level.   Under the guidance and supervision of the Procurement Specialist, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in the Governance programme. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.      The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
Duties and Responsibilities
Summary of Key Functions:    I.     Ensures implementation of the operational strategies focusing on achievement of the following results:   Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control. CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.     II.    Organizes procurement processes for Governance programme, SIDP, Local Governance, Civil society and Constitution projects focusing on achievement of the following results:   Preparation of procurement plans for the Governance Programme projects and their implementation monitoring. Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. . Buyers profile in Atlas. Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP). Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. Presentation of reports on procurement in the Governance Programme   III.     Ensures implementation of sourcing strategy focusing on achievement of the following result:   Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.   IV.    Ensures proper control of Governance Programme Assets focusing on achievement of the following result:   Preparation of inventory reports. Implementation of Inventory and physical verification control in the Governance projects.     V.    Ensures organization of logistical services focusing on achievement of the following results:   Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference VI.    Ensures facilitation of knowledge building and knowledge sharing in the programme focusing on achievement of the following results: 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.   Impact of Results     The key results have an impact on the overall execution of the CO 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 UNDP Governance programme and projects.
Competencies
Functional Competencies:           Building Strategic Partnerships Level 1.1: Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives   Promoting Organizational Learning and Knowledge Sharing  Level 1.1: Basic research and analysis Researches best practices and poses new, more effective ways of doing things   Job Knowledge/Technical Expertise  Level 1.1: Fundamental knowledge of processes, methods and procedures Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Demonstrates good knowledge of information technology and applies it in work assignments   Promoting Organizational Change and Development Level 1.1: Presentation of information on best practices in organizational change Demonstrates ability to identify problems and proposes solutions   Design and Implementation of Management Systems Level 1.1: Data gathering and implementation of management systems Uses information/databases/other management systems   Client Orientation Level 1.1: Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Responds to client needs promptly   Promoting Accountability and Results-Based Management Level 1.1: Gathering and disseminating information Gathers and disseminates information on best practice in accountability and results-based management systems.  Core Competencies: Demonstrating/safeguarding ethics and integrity  Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making
Required Skills and Experience
Education:           Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement   UNDP Procurement Certification programme Experience: 3 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems Language: Fluency in written and spoken English.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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