Procurement & Admin. Associate

Background and Organizational Context

UNDP is the main United Nations group combating to finish the injustice of poverty, inequality, and local weather change. Working with our broad community of specialists and companions in 170 international locations, we assist nations to construct built-in, lasting options for folks and planet.

UNDP invests in bettering entry to rights and providers by strengthening efficient, inclusive and accountable governing establishments, selling a clear, gender-sensitive and digitalized public administration with progressive options. UNDP focuses on the development rule of regulation and entry to justice and facilitates folks’s significant participation – particularly, ladies and youth – in decision-making to advertise equality and social cohesion at native stage.

As the integrator for collective motion to understand the Sustainable Development Goals (SDGs), UNDP serves because the information frontier group for sustainable growth within the UN Development System.  UNDP’s coverage work carried out at HQ, Regional and Country Office ranges affords a spectrum of deep native information to cutting-edge world views and advocacy.

Under the broader framework of the SDGs and according to the UN Sustainable Development Cooperation Framework (UNSDCF), UNDP Guyana continues to ship on its key strategic priorities inside its Country Programme.  For the interval 2022-2026, considerably impacting (i) Economic Resilience and shared prosperity, (ii) Safety and Security, (iii) Natural Resource Management and Resilience to Climate Change, (iv) Equality and Well-being.

This strategic method by UNDP to Guyana’s to nationwide growth priorities goals to advance human growth primarily based on financial, social and gender inequalities; supporting efficient governance and social safety; and enabling sustainable low-carbon trajectories (together with local weather change adaptation,) all supported by digital transformation and strengthened knowledge. 

Position Purpose

Under the steerage and direct supervision of the Operations Analyst, the Procurement/Admin Associate supplies management in execution of procurement providers in CO guaranteeing their effectiveness, transparency, and integrity.  The Procurement/Admin Associate supervises and leads the assist employees of the CO Procurement/Admin Unit.  S/he promotes a client-focused, high quality, and results-oriented method within the Unit. 

The Procurement/Admin Associate works in shut collaboration with Operations, Programme and challenge groups within the Country Office, Region and UNDP HQ in addition to with distributors and Government officers to ship data, present advisory assist, and resolve advanced procurement-related points. 

UNDP adopts a portfolio method to accommodate altering enterprise wants and leverage linkages throughout interventions to realize its strategic objectives. Therefore, UNDP personnel are anticipated to work throughout models, features, groups, and initiatives in multidisciplinary groups so as to improve and allow horizontal collaboration.

Key Duties and Accountabilities

1.) Administer and assist implementation of progressive and sustainable procurement methods and insurance policies which are in alignment with rules of equity, integrity and transparency to realize finest worth for cash.

Example of Duties:         

• Ensure full compliance of procurement actions with UNDP guidelines, rules, insurance policies, and strategic priorities by implementation of efficient inside controls and correct functioning of UNDP’s consumer–oriented procurement administration system. 
• Elaborate/set up inside procurement Standard Operating Procedures (SOPs), map CO procurement enterprise processes, and help in managing workflows in Procurement Unit in coordination with supervisor. 
• Conducts analysis to offer enter to the formulation and implementation of the CO contract technique that features tendering processes and analysis, managing the contract and contractor, authorized concerns and cost situations; and strategic procurement that features sourcing technique, provider choice and analysis, high quality administration, and value discount methods. 

2.) Organize procurement processes for CO, initiatives, and collaborate with different UN Agencies.

Example of Duties:         

• Consolidate procurement plans for the workplace and initiatives and monitor their implementation for the nation workplace and initiatives.
• Organize procurement processes that embody preparation and conduct of RFQ, ITB or RFP, and the receipt and analysis of quotations, bids or proposals in full compliance with UNDP guidelines and rules. 
• Conduct preliminary evaluation of submissions to inside procurement evaluation committees (CAP, RACP and ACP). 
• Prepare Purchase Orders and contracts in and outdoors e-procurement methods, put together buy orders for contracting providers, and create distributors and purchaser profiles in e-procurement. Implement inside management system that ensures buy orders are duly ready, dispatched, and corrected on a well timed foundation when there are funds verify errors or different issues.
• Implement harmonized procurement providers and analyze new alternatives for joint procurement for the UN companies according to the UN reform.

3.) Implement a sourcing technique and e-procurement instruments to search out finest values in market and align buying technique to challenge and CO objectives.

Example of Duties:         

• Develop and replace rosters of suppliers. 
• Implement provider choice and analysis.

4.) Facilitate procurement information constructing and information sharing in CO, Region and UNDP.

Example of Duties:         

• Organize procurement coaching for operations and challenge employees.
• Organize procurement coaching for distributors on e-procurement modules.
• Synthesize classes realized and finest practices in procurement.
• Make sound contributions to information networks and communities of follow.

5.) Ensures administration and implementation of the operational methods specializing in administrative and monetary management within the workplace, and oversight of frequent providers

Example of Duties:         

• Implementation of the management mechanism for administrative providers, upkeep of administrative management information akin to commitments and expenditures.
• Review, analysis, verification and reconciliation of a wide range of knowledge and reviews guaranteeing accuracy and conformance with administrative guidelines and rules; creation of vendor set-up data in Quantum. 
• Review of information integrity within the database, management programme; evaluation of outcomes and initiation of corrective actions when obligatory.
• Proper stock management; supervision of correct issuance of stock gadgets and provides.
• Preparation of stock reviews.
• Implementation of Inventory and bodily verification management within the CO and initiatives.
• Supervises bodily verification management by the assist employees of the CO Procurement/Admin Unit.
• Review of journey authorizations, documentation, funds.
• Assistance within the preparation of funds, audit and different reviews.
• Provision of researched data, reviews for audit workout routines.
• Maintenance of frequent providers to make sure built-in actions on frequent providers and implementation of the UN reform.
• Proper planning and monitoring of frequent providers funds and of Agencies contributions to the frequent providers account.

The incumbent performs different duties inside their practical profile as deemed obligatory for the environment friendly functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: Supervises assist employees in Procurement Unit 

Requirements:

Education

• Secondary training with specialised coaching in procurement is required. 
• A college diploma in Business Administration, Public Administration, Finance, Economics or equal might be given due consideration, however it’s not a requirement.
• CIPS stage 3 is a requirement for this place. If certification is just not out there on the time of recruitment, it needs to be obtained inside one 12 months.

Experience, Knowledge, and Skills

• Minimum of seven years (with highschool diploma) or 4 years (with bachelor’s diploma) of related progressively accountable administrative expertise is required on the nationwide and worldwide stage. At least 3 years in managing public sector procurement of products and providers can be a bonus. 
• Experience within the utilization of computer systems and workplace software program packages (MS Word, Excel, and so on.) and advance information web-based administration methods akin to ERP.
• Knowledge of IPSAS can be a bonus.

Language necessities 

•             Fluency in English language. 

Expected Demonstration of Competencies

People Management 

UNDP People Management Competencies might be discovered within the devoted site

Cross-Functional & Technical competencies