Location : Erbil, IRAQ
Application Deadline : 01-Dec-13
Type of Contract : FTA Local
Post Level : GS-6
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 ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit. The Procurement Associate can supervise clerical and support staff of the Procurement 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
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.
- Formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluating, managing the contract, legadl considerations and payment conditions, sourcing strategy, supplier selection, 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, including purchasing less than US$5,000.00.
- 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 CO.
- Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
- Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
- Keep track on the implementation of the Procurement Plan vs. the Actual Plan
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.
- Backstops other positions within the Procurement Unit as the situation demands
Contributes in the proper control of CO Assets focusing on achievement of the following result:
- Contributes in the preparation of inventory reports.
- Implementation of Inventory and physical verification control in the CO and projects.
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 facilities surveys.
Record Management for the Procurement Unit focusing on achievement of the following results:
- Add new file records, and create new records as necessary
- Assign and record identification numbers or codes in order to index materials for filing.
- Eliminate outdated or unnecessary materials, destroying them or transferring them to archive storage according to file maintenance guidelines and/or legal requirements.
- Enter document identification codes into systems in order to determine locations of documents to be retrieved.
- Keep records of materials filed or removed, using logbooks.
- Modify and improve filing systems, or implement new filing systems.
- Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information
- Ensure the internal reference log is updated accordingly
- Any other duties as assigned by the Supervisor
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
- 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
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
Design and Implementation of Management Systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
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
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
- Maintains databases
Required Skills and Experience
Education:
- Secondary Education with specialized training in procurement. University Degree in Business Administration, Economic, or Public Administration would be desirable, but it is not a requirement.
Experience:
- 6 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.
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.
0 comments:
Post a Comment