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Procurement Associate

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About UNDP Afghanistan

UNDP supports stabilization, state building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

Job Summary

Under the guidance and direct supervision of the Procurement Specialist, 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 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 information delivery.

Job Details

Date Posted: 03 Oct 2017 Reference: 12364
Closing Date: 17 Oct 2017 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Procurement Open Ended: NO
Nationality: Afghan Salary Range: As per company salary scale
Contract Type: Service Contract Years of Experience: 6 Year(s)
Contract Duration: 0 Year(s) & 0 Month(s) Extension Possibility: No
Probation Period:

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of operational strategies
Organization of procurement processes
Implementation of sourcing strategy and e-procurement tools
Control of CO Assets
Organization of logistical services
Facilitation of knowledge building and knowledge sharing.

1. 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.

2. Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

Supports in 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.
Organization of joint procurement processes for the UN Agencies in line with the UN reform.

3. 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.

4. Ensures proper control of CO Assets focusing on achievement of the following results:

Preparation of inventory reports.
Implementation of Inventory and physical verification control in the CO and projects.

5. 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.

6. 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.

Skills

Competencies;

Functional Competencies:

Building Strategic Partnerships

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise

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
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
Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

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

Data gathering 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

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
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
Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports

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

Qualifications

Education

Secondary education. University Degree in Supply Chain, Logistics, Management, Economics, Law, International Relations, Business Administration, Political Sciences, Public Administration, is desirable.

Experience:

With high school certificate 6 years and with Bachelor's degree 4 years of progressively responsible procurement, administrative or project experience at the national or international level is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems. Procurement Certification is required.

Language Requirements:

Fluency in Dari/Pashto and English is required.

Job Location

Afghanistan - Kabul

Education:

Secondary School,

Submission Guideline

All qualified male and female applicants are advised to apply online using the following link. Note: (Please copy and past the below link in a new tab in your browser and press enter).

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=12364&hrs_jo_pst_seq=1&hrs_site_id=2

Submission Email

No email provided, please refer to Submission Guideline above

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