Office/Unit/Project Description

The Office of Procurement (OP) under the Bureau for Management Services of UNDP is responsible for the development of procurement policy, corporate procurement services, procurement advisory services, and strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity-building support to UNDP’s global procurement function. OP supports UNDP programme delivery in accordance with UNDP’s applicable strategic framework, procurement policies, accountability framework, and risk-management requirements, while promoting good practices in public and sustainable procurement. OP is a global team with personnel based in New York, Copenhagen and Cyberjaya, complemented by Regional Procurement Specialists located in the Bureau hubs.

UNDP partners with the Global Fund to support countries in strengthening institutions to deliver health services in the fight against HIV/AIDS, TB and malaria, contributing to the Sustainable Development Goals related to universal health coverage and access to safe, effective, quality and affordable health products. Such support includes the procurement and management of health products. To strengthen the Global Fund partnership and UNDP’s health procurement service offer to Country Offices, the Bureau for Management Services and the Bureau for Policy and Programme Support collaborated to establish the Global Health Supply Centre (GHSC). In addition to health procurement, the GHSC provides Quality Assurance and Health Product Management services to UNDP and its partners. The GHSC is intended to streamline health procurement processes, improve responsiveness to Country Offices, and support timely delivery of quality-assured health products to partner governments and stakeholders.

The Health Procurement Team (HPT), under the Office of Procurement, is one of the three pillars of the GHSC. It supports Global Fund-financed and other health programmes by facilitating the uninterrupted and timely supply of quality-assured health products, mitigating health procurement risks, fostering partnerships with other agencies, establishing and maintaining framework agreements with manufacturers and qualified procurement agencies, and pursuing best value for money, including savings and volume discounts.

Scope of Work

Under the guidance and supervision of the Procurement Analyst, the Procurement Associate supports the execution of transparent and efficient procurement services in line with client expectations. The Procurement Associate promotes a client-focused, quality- and results-oriented approach in the Unit.

The Procurement Associate works closely with GHSC colleagues to follow up procurement and logistics issues, resolve routine operational matters, and escalate complex, exceptional or policy-related matters to the Procurement Analyst or other authorized personnel. The incumbent also collaborates with operations and programme personnel in UNDP Country Offices and HQ business units.

The role also supports procurement-logistics coordination, particularly in relation to shipment follow-up, documentation flow and Country Office support after PO issuance.

Actively supports implementation of operational strategies, focusing on the following results:

Procurement activities are carried out in compliance with applicable UN/UNDP rules, regulations, policies and strategies, with due observance of established internal controls.
Contributes to procurement and logistics business-process mapping and to the preparation or updating of internal Standard Operating Procedures, in consultation with the supervisor and office management.

Coordinates and supports the organization of procurement processes on behalf of and in collaboration with UNDP Country Offices, focusing on the following results:

Assists Country Offices in preparing procurement plans.
Organizes and supports procurement processes, including preparation and issuance of RFQs, ITBs and RFPs; receipt and administrative handling of quotations, bids and proposals; facilitation of evaluation processes; preparation of evaluation documentation and minutes; and support to contract clarification or negotiation processes, as authorized and in accordance with UNDP policies and procedures.
Liaises with buyers, the Quality Assurance team and suppliers to collect technical files, coordinate clarifications and complete required system updates.
Prepares purchase orders and contracts in and outside Quantum, including recurring purchase orders for services, and supports vendor creation and maintenance in Quantum in accordance with assigned access rights and established procedures.
Applies established internal controls to support the accurate preparation and dispatch of purchase orders and takes timely corrective action on budget-check errors and other transactional issues in consultation with Country Offices and the supervisor.
Prepares procurement reports and maintains relevant trackers and records.
Supports preparation and completeness of review of submissions to relevant procurement review committees, where applicable, under the guidance of authorized procurement personnel.
Supports the transition of designated operational procurement activities by documenting workflows, maintaining trackers and reference materials, organizing records, supporting user testing where applicable, and following up agreed transition actions under the guidance of the supervisor.

Supports the organization of logistics services, focusing on the following results:

Supports the organization of freight-forwarding services, including preparation of shipment information, collection of quotations from freight forwarders, delivery tracking with Country Offices, and coordination on destination warehousing arrangements where applicable, while ensuring that decisions and commitments are made by duly authorized personnel.
Supports post-PO shipment coordination with suppliers, freight forwarders and Country Offices.
Assists with shipment tracking, delivery follow-up, resolution of routine operational issues, and escalation of complex or exceptional matters.
Supports coordination of shipping documentation and applicable Green Light or shipment-clearance processes.

Contributes to knowledge-sharing on procurement services for health commodities to UNDP Country Offices, focusing on the following results:

Supports consistent application of Quality Assurance and other relevant UNDP policies and procedures in close collaboration with the Quality Assurance and other GHSC Teams.
Assists in preparing and maintaining practical health procurement tools, guidance materials, process notes and reference resources.
Assists the planning, coordination and delivery of webinars, training events and learning sessions to strengthen procurement knowledge and capacity

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Supervisor: Procurement Analyst

Expected Demonstration of Competencies

Core Competencies

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/ Client Management	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 clearly, concisely and unambiguously through written and verbal communication, and to tailor messages and communication methods to the audience.

Required Education, Experience, Skills and Competencies

Minimum Education requirements

Secondary education is required. OR
A university degree (Bachelor’s degree) in Business Administration, Public Administration, Supply Chain Management, Procurement, Finance, Economics, Logistics or another relevant related field will be given due consideration but is not a requirement.
CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Minimum years of relevant work experience

Minimum six(6)years (with secondary education), or three(3) years (with a bachelor’s degree) of progressively responsible experience in procurement, contracting, supply chain, logistics or a closely related operational area is required.

Required skills

Experience supporting procurement, contracting, supply-chain or logistics processes is required.
Experience in using digital business systems, web-based management platforms or ERP-supported workflows is required.
Proficiency in standard office software, including word processing and spreadsheets, is required

Desired skills in addition to the competencies covered in the Competencies section

Experience in health procurement, including pharmaceuticals, medical devices, diagnostics, laboratory products or other health commodities, is highly desirable.
Experience with Global Fund procurement policies and procedures is an asset.
Experience with Oracle Cloud, Quantum, SAP, PeopleSoft or another enterprise resource planning system is desirable.
Experience supporting procurement in an international organization, public-sector institution or similarly regulated environment is desirable.
Experience working with developing-country programmes or geographically dispersed clients is desirable.
Experience with international freight, shipping documentation or delivery follow-up is desirable.

Professional certificates

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.

Required Language (s):

Proficiency in English is required.
Working knowledge of another official UN language is an advantage.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Procurement Associate- 3 Positions_[Open to all applicants]