Location :
Erbil, IRAQ
Application Deadline :
01-Dec-13
Type of Contract :
FTA Local
Post Level :
GS-7
Languages Required :
Arabic English
Duration of Initial Contract :
One year (renewable)
Background
Under the guidance and direct supervision of the Head of Procurement Unit, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit. The Procurement Associate supervises and leads the support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and successful delivery of procurement services.
Duties and Responsibilities
Ensures administration and 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, proper functioning of a client-oriented procurement management system.
- CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
- Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
- Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
- Preparation of procurement plans for the office and 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.
- Review of procurement processes conducted by projects; 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 researched information on procurement in the CO.
- Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
- Organization of joint procurement processes for the UN Agencies in line with the UN reform.
Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
Ensures organization of logistical and administrative 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 facilities surveys.
Contributes in the proper control of CO Assets focusing on achievement of the following results:
- Contribute in the preparation of inventory reports.
- Implementation of Inventory and physical verification control in the CO and projects.
Ensures facilitation of knowledge building and knowledge sharing in the CO 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.
Competencies
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 UNDP Procurement Certification programme
Functional Competencies: Building Strategic Partnerships
- Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
- Researches best practices and poses new, more effective ways of doing things
- Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
- 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
- Identifies new and better approaches to work processes and incorporates same in own work
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
- Analyzes the requirements and synthesizes proposals
- Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments
Promoting Organizational Change and Development
- Documents ‘best practices' in organizational change and development within and outside the UN system
- Demonstrates ability to identify problems and proposes solutions
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
Design and Implementation of Management Systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
- Makes recommendations related to work procedures and implementation of management systems
Client Orientation
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly
- Anticipates client needs and addresses them promptly
- Actively supports the interest of the client by making choices and setting priorities to meet their needs
Promoting Accountability and Results-Based Management
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
Required Skills and Experience
Education:
- Secondary Education with specialized training in procurement. University Degree in Business Administration, Finance, Economic, Public Administration would or related field.
Experience:
- 7 years of progressively responsible administrative/procurement 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.
- Proven record of people's skills a plus.
Language Requirements:
- Fluency in both English and Arabic is required.
NOTE: This is an INTERNAL/EXTERNAL Vacancy. Priority consideration will be given to internal candidates. If no qualified internal candidate(s) is identified, external candidate(s) will be considered.
Instruction for submission of applications:
- Please fill out a P-11 form posted on http://www.iq.undp.org/content/iraq/en/home/operations/jobs.html and apply online job. Please note that no other type of application form, including CVs, will be considered for such positions, other than the one found at the link specified above.
- Only candidates who are short-listed will be contacted.
- We strongly encourage qualified female applicants for this position. UNDP seeks to ensure that male and female employees are given equal career opportunities, and that staff members are able to keep an appropriate balance between work and private life.
- 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.
- UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.
Other useful information regarding the post level and remuneration package: POST LEVEL: The General Service category consists of seven levels (GS1 to GS7) where GS7 is the highest level and GS1 is the lowest level. REMUNERATION:For new Fixed-Term Appointment (FTA) in General Service categories, candidates are appointed at step 1 (one) of the salary scale. One additional step may be granted for each additional year of relevant work experience beyond the minimum required for appointment at step 1 (one) of the grade up to maximum of step 5 (five). The latest Salary Scale for General Service category (for Iraq) can be accessed through the following link: http://www.un.org/Depts/OHRM/salaries_allowances/salaries/iraq.htm Once you are in, please click on the following link under General Service Category – (Revision 30, effective 1 July 2012 (for staff recruited on or after 1 December 1997). The net base salary amount t is reflected under the (Total Net) line of each level.
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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