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Procurement Associate-SB3/3 (Re-Ad) UNESP


About UNDP Afghanistan

The UN Electoral Support Project (UNESP) is the international community’s programming vehicle to support the next elections in Afghanistan, including the parliamentary and district council elections announced by the Independent Election Commission (IEC) for 7 July 2018. The project has two overall objectives – 1) to build the capacity of the Afghan electoral institutions (the Independent Elections Commission and the Electoral Complaints Commission) to implement elections in line with the national electoral legal framework and Afghanistan’s international commitments; 2) to allow a programming mechanism for the international community to partially finance the elections as per the request of the Government of Afghanistan. The project follows previous UN projects in support of the Afghan electoral process, most notably the Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) projects, from 2006-2011 (ELECT I) and 2012-2015 (ELECT II), and the UNDP Project Initiation Plan that is in place since July 2015 – October 2017. The UNESP places the UN’s electoral support to Afghanistan directly under the political and supervisory oversight of the UN Assistance Mission in Afghanistan (UNAMA), and reflects the growing sustainability of the Afghan electoral process, as evidenced by the Government of Afghanistan’s financial commitment to both electoral institutions, and the provision of significant in-kind support to the implementation of elections. The Project Board, under the overall political guidance of the UNAMA Deputy Special Representative of the Secretary-General for Political, will be co-chaired by UNAMA DSRSG for Political and the Chairpersons of the IEC and ECC or their delegates. It will be comprised of all key stakeholders to oversee and approve UNESP’s budget, annual work plans and policy in support of the Afghan electoral institutions. Project implementation support will be provided by the UNDP Country Office, reporting, on fiduciary and operational matters, to the UNAMA Deputy Special Representative of the Secretary-General for Development/ UN Resident Coordinator/ UNDP Resident Representative through the UNDP Country Director.

Along with support to both electoral institutions, UNESP will also support Afghan civil society’s civic and voter education and observation efforts to enhance the quality and quantity of participation in the electoral process. Overall, the project will have three outputs: (i) administration of credible elections is facilitated by the meeting of key IEC structural and planning milestones; (ii) credible electoral dispute resolution is provided by the Electoral Complaints Commission (ECC) (iii) public outreach (along with support to civil society) to encourage citizen engagement in the electoral process. Mainstreaming of gender throughout the project is evident in key output indicators related to women’s participation in all three project outputs, reflecting the importance that UNESP places on increasing the position of women in Afghan electoral and political life. The project also aims at supporting the EMBs in strengthening integrity of the electoral process by enhancing accountability of responsible actors and supporting the implementation of electoral fraud mitigation mechanisms. Assisting the EMBs to implement measures to increase public confidence in election and democracy will be mainstreamed through the electoral assistance provided.

Job Summary

Summary of key functions:

Supports procurement processes for UNESP Project
Organization of procurement processes
Implementation of an effective communication and filing system

Job Details

Date Posted: 12 Jun 2018 Reference: 16917
Closing Date: 25 Jun 2018 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: 8 Year(s)
Contract Duration: 1 Year(s) & 0 Month(s) Extension Possibility: Yes
Probation Period:

Duties and Responsibilities

Facilitation of knowledge building and knowledge sharing

The Procurement Associate helps the delivery of procurement services of UNESP, ensuring high quality and accuracy of work.

Supports procurement processes for UNESP projects focusing on the achievement of the following results:

Full compliance of procurement activities with the UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in procurement and logistics in consultation with the direct supervisor and office management;
Shipments checked following arrival to ensure that orders have been filled correctly and that goods meet specifications;
Assistance in the overall office/Unit procurement as required.
Organizes procurement processes for UNESP project focusing on achievement of the following results:

Implementation of Procurement Processes for UNESP in accordance with Project approved procurement plan;
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.
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;
Coordination with other UN agencies in Country for utilization of UN Agencies valid LTAs for support of UNESP procurement requirements;
Ensures implementation of an effective communication and filing system focusing on achievement of the following results:

Maintenance of the filing/archiving system ensuring safekeeping of confidential materials Contribution to development and use of automated filing system;
Coordination of the information flow and dissemination of corporate and interoffice communication to staff as require;
Coordination of/preparation of relevant documentation/background notes for meetings;
Tracking of progress on agreed issues, follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to relevant supervisor or Unit;
Contact with suppliers in order to schedule or expedite deliveries and resolve shortages, missed or late deliveries, and other problems;
Contact with customer and supplier about order status, changes or cancellations;
Evaluation and reporting of supplier performance.
Supports knowledge building and knowledge sharing in the Unit and with BoM units focusing on achievement of the following results:

Assisting in training/learning material preparation;
Administrative support as requested to conferences, workshops, retreats extending to other Units;
Synthesis of lessons learned and best practices in Global Procurement activities;
Sound contributions to knowledge networks and communities of practice;
Core Competencies

Competencies and Critical Success Factors
Functional Competencies

Knowledge Management and Learning
Development and Operational Effectiveness



University Degree in Supply Chain, Logistics, Management, Economics, Law, International Relations, Business Administration, Political Sciences, Public Administration or High school certification is a requirement.
UNDP Procurement Certification programme is an asset (CIPS 2)

With high school certificate 8 years and with Bachelor’s degree 6 years of progressively experience at the national or international level in procurement management preferably in Election area.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems
Previous UN experience, and working knowledge of the UNDP Atlas system, is an advantage.

Fluency in English is required.
Fluency in Dari or Pashto is required.

Job Location

Afghanistan - Kabul
AF AF 12


High School,

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