Procurement Associate

undp - Port of Spain, Trinidad and Tobago | 2024-09-23 08:24:10

Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 

The UNDP Trinidad and Tobago Country Office  is a multi-country office (MCO) which manages programmes in Curaçao, Aruba, Sint Maarten and Trinidad and Tobago. All programmes are aimed at the attainment of the respective territory’s sustainable development goals. In order to realize their respective objectives, many of the projects managed by the MCO have significant amounts of procurement for goods, services and civil works which must be executed efficiently and in accordance with UNDP’s procurement  rules and regulations.As part of the Operations Unit the procurement team provides effective support to the Programme Unit and  resident and nonresident UN Agencies  towards the achievement of the overall targets set by the country office.


 
Duties and Responsibilities

Under the guidance and supervision of the Operations Manager, the Procurement Associate ensures effective delivery of procurement and related administrative and logistical services. He/she analyzes and interprets the procurement rules and regulations and provides solutions to complex issues related to procurement. The Procurement Associate promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with the Procurement Officer  at the MCO and Procurement Units at the  regional and headquarters levels. Further, through engagement with the larger Operations, Programme and Project personnel at the MCO, as well as relevant local authorities, he/she is expected to deliver procurement services for designated donor funded projects implement by the Trinidad and Tobago MCO. The Procurement Associate also provides procurement support to other UN Agencies on a cost recovery basis.

1. Supports management of procurement processes for specified donor funded projects focusing on the achievement of the following results:

  • Collation, analysis and daily monitoring of information received from the Programme team for preparation of overall procurement plans and schedules for the Procurement Unit.
  • Ensure efficient preparation of all  POs and approval of same and timely dispatch
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems.
  • Implementation of proper monitoring and control of local procurement processes including organization of local RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
  • Draft and analysis all technical inputs required for the preparation and finalization of solicitation documents 
  • Advise Programme and Project teams on the most appropriate procurement processes to be utilized in keeping with UNDP’s rules and regulations to ensure the efficient and effective award of contract,
  • Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) when relevant for local procurement.
  • Development and management of rosters of suppliers for all territories covered by the MCO for goods deemed as critical by the management of the MCO
  • Preparation of weekly procurement reports detailing the status of all procurement goods and related services deemed as critical
  • Utilizes all corporate procurement tools and dashboards to ensure the effective implementation of procurement services
  • Provide any other forms of procurement support which may be deemed necessary to support the needs of the territories which the MCO serves.
  • Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management;

 

2. Coordinates and manages logistical support for procurement related activities, focusing on the achievement of the following results:

  • Liaises with the relevant corporate procurement units locally, regionally and internationally to ensure timely receipt of all procurement related documentation needed to receipt the delivery of goods locally
  • Engages local authorities including the beneficiary Ministry, Ministry of Foreign Affairs and UNDP’s Customs Brokers to efficient process the receipt of goods locally
  • Ensures timely approval and signature of all documents required for clearance of goods
  • Builds on the workflow processes already in place for the clearance of goods to ensure increased efficiency and updated documentation of the process
  • Communicates with relevant entities to ensure appropriate warehousing facilities are in place to accommodate and type and quantity of goods being received
  • Ensures that the stakeholders at the designated points to delivery for the goods have been informed in advance and have put in place all the necessary elements to receive the goods on a time basis.

 

3. Provides strategic inputs to project documents and other programming documents

  • Assist in the finalization of project documents which are primarily focused on the procurement of goods and/or services
  • Prepare timely inputs for donor reports on the status of procurement
  • Advise on best procurement strategies to be utilized in the achievement of project goals

 

4. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that: 

•   Human rights and gender equality are prioritized as an ethical principle within all actions;
•   Activities are designed and implemented in accordance with “Social and Environmental   Standards of UNDP”;
•   Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
•   Differentiated needs of women and men are considered;
•   Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
•   Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced. 

 

Institutional Arrangement

The Procurement Associate will report to the Operations Manager and works on a daily basis with the Procurement Officer.

 
Competencies
 
Core 
 
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 
             
 
Business Management:   Communication
•    Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience 
•   Ability to manage communications internally and externally, through media, social media and other appropriate channels 
 
Business Management:  Operations Management        
•    Ability to effectively plan, organize, and oversee the Organization`s business processes in order to convert its assets into the best results in the most efficient manner 
•    Knowledge of relevant concepts and mechanisms 
 
                                         
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 fulfil 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
 
 
Procurement:                   
•    Ability to find, evaluate and engage suppliers of goods and services 
•    Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations           
•    Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making
 
 
Required Skills and Experience
 
Education:

Secondary Education with Chartered Institute of Purchasing and Supply (CIPS) certification at level 2 or higher. A Bachelor’s degree or its equivalent in Business, Economics, Procurement or Management would be an asset.

Experience:

6 years of practical work experience in at least 2 of the following areas: tender preparation and analysis, evaluation of bids, contracts management or 3 years of practical work experience in the above areas with a Bachelor’s degree.

 

Professional Certifications:

Chartered Institute of Purchasing and Supply (CIPS) certification at level 2 or higher

 

Language Requirements:

Fluency in oral and written English

 

Disclaimer

 Important information for US Permanent Residents (`Green Card` holders) 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
Applicant information about UNDP rosters

 
Note: 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.

 
Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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