Procurement Associate

Job Summary:

The key results have an impact on the overall APRP efficiency in procurement and success in implementation of operational strategies. Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery. The information provided facilitates decision making of the management.

Duties & 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 High Peace Council Assets
 Organization of logistical services

1. Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

 Full compliance of procurement activities with APRP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
 APRP 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 APRP including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management.


2. Organizes procurement processes for High Peace Council focusing on achievement of the following results:

 Preparation of procurement plans for the High Peace Council;
 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 APRP rules and regulations;
 Preparation of Purchase orders and contracts, preparation of Recurring Purchase orders for contracting of services, vendors;
 Preparation of cost-recovery for the procurement services provided by related agencies.


3. Ensures implementation of sourcing strategy 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 High Peace Council Assets focusing on achievement of the following results:

 Preparation of inventory reports;
 Implementation of Inventory and physical verification control in the HPC.

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.

Corporate Competencies:

 Demonstrates commitment to APRP’s mission, vision and values.
 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning
 Shares knowledge and experience
 Encourages office staff to share knowledge and contribute to APRP practice areas
 Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
 Ability to perform a broad range of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets.
 Sound knowledge of financial rules and regulations
 Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management
 Focuses on result for the High Peace Council and responds positively to feedback
 Consistently approaches work with energy and a positive, constructive attitude
 Demonstrates openness to change and ability to manage complexity

Job Requirement:

Education:
Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:
With High school degree 5 to 6 years and with Bachelor degree 2 to 4 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.

Language requirements:
Fluency in the National languages of the duty station and English is a requirement.

Job Location: