Procurement Analyst (CAP Secretary)

About United Nations Development Programmes

Job Summary

UNDP Afghanistan is supporting the Government to find innovative solutions to its development challenges based on the on-going Country Programme Document approved by the Executive Board for the period 2006 – 2009. A new Country Programme Document was approved by the Executive Board during September 2009 for the period 2010-2013. Key priority areas for UNDP assistance are in strengthening democratic governance, crisis prevention and recovery, and reducing poverty. UNDP is strengthening the institutional capacities of key national government and sub-national authorities which aim to enhance human security, human development, peace and stability in Afghanistan.

Under the guidance and supervision of the Chairman CAP the Procurement Analyst (CAP Secretary) ensures overall management of the CAP Secretariat and providing support and advice to the Chairman CAP in maintaining an effective system for oversight and advisory services.

The Procurement Analyst works in close collaboration with the various Units and projects of Country Office, and CAP members in coordinating the entire process for weekly committee meetings from schedules to preparing minutes, exchange information and providing support. In addition the Secretary will provide analytical regular administrative and logistical support to the Chair CAP to maintain statistical data, prepare reports, and arrange workshops and provide other support as required.

Duties & Responsibilities

Summary of Key Functions:

• Coordination of weekly meetings;
• Review submissions ensuring completion of required documents prior to meetings;
• Reporting on the proceedings and deliberations of Committee;
• Administrative and logistical support to Chair CAP;
• Facilitation of knowledge building and knowledge sharing.

1. Coordinates weekly meetings for CAP in close collaboration with the Chair and Members focusing on achievement of the following results:

• Setting up Committee meetings once a week or as required and assigning cases that are submitted to the Secretariat within the stipulated deadline;
• Facilitating and identification of Committee based on availability of members and source of submissions to be reviewed;
• Ensuring quorum for the meetings;
• Preparing agenda and sending to members in advance.

2. Screens all submissions to ensure completeness for review by Committee, focusing on achievement of the following results:

• Ensure availability of necessary documentation relating to the procurement process: TORS/specifications, advertisements, solicitation documents, minutes of opening of offers, evaluation reports, signed undertakings, recommended offer;
• Request additional information and/or missing documentation from the submitting official;
• Analyze documentation for pertinent details pertaining to the process, method of solicitation, and role of various officials and consistency with applicable procedures and provisions of solicitation documents;
• Preparing review notes for every submission, highlighting pertinent information affecting procurement principles and outcome of the process;
• Sending out review notes to members in advance to facilitate preparations.

3. Follows the proceedings closely and conclusion of reviews focusing on the achievements of the following results:

• Briefing the Members on each case highlighting pertinent information on the requirement, process followed, outcome and recommendations;
• Preparing notes on the proceedings, recording observations, comments and concerns of the Members and chairperson;
• Recording the notes and CAP recommendations for each case;
• Follow up on submissions with conditionality and send back to the Requester for additional information;
• Establishing a permanent record/filing system of all documentation and reports.

4. Provides regular administrative and logistical support to Chair CAP, focusing on achievement of the following result:

• Maintaining a log roster for all incoming submissions with tracking information on the process;
• Compilation and extraction of statistical data on procurement from ATLAS and other sources;
• Compilation of periodic reports on procurement;
• Managing logistics and coordination for workshops and training sessions.

5. Ensures facilitation of knowledge building and knowledge sharing in the Region focusing on achievement of the following results:

• Assisting in organization of trainings for the staff as well as project personnel on Procurement;
• Sharing of information, lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

Job Requirements

Education and Experience:
• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
• 2 years of relevant experience at the national or international level in procurement management;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.
• Female applicants with Bachelor’s degree and 2 years of experience will also be considered;
Language Requirements:
• Fluency in English and the Local Languages of duty station Dari and/or Pashto.

Submission Guideline

Interested and qualified national Afghan candidates should apply on-line through the UNDP Jobs site at http://www.undp.org.af/Jobs/index.htm and please ensure that to fill up and upload Personal History Form-P.11 which is available at http://www.undp.org.af/Jobs/index.htm in the relevant field of the on-line application.

Incomplete applications or applications received after the closing date (29 September 2010) will not be given consideration. Please note that only applications who are short-listed will be contacted.

For more detailed information about UNDP Afghanistan please visit our website at www.undp.org.af

The vacancy announcement is open only for Afghan national(s) applicants
Female candidates are highly encouraged to apply

Functional Area

Management

Countries

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