2023-12-20

Procurement Associate, Mogadishu, Somalia

Mogadishu, Somalia
Posted on December 20, 2023

United Nations Development Programme (UNDP)

Procurement Associate, Mogadishu, Somalia

Organization: UNDP – United Nations Development Programme
Location: Mogadishu, Somalia
Closing Date: 2024-01-02

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

I. Position Information

Job Title: Procurement Associate

Department: Procurement

Reports to: Head of Procurement

Grade Level: G7

Bureau: RBAS

Direct Reports: Support Staff in Procurement Unit

Position Number: 00136140

Position designation:

with no mobility requirement

Duty Station: Mogadishu

Career Track: General Service

Career Stream: Corporate Operations – Procurement

Contract Modality: FTA Local

Contract Duration:, 1 year .

II. Background and Organizational Context

UNDP Somalia

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

III. Position Purpose

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 supervises and leads the support staff of the CO Procurement Unit. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ as well as with vendors and Government officials to deliver information, provide advisory support, and resolve complex procurement-related issues.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

IV. Key Duties and Accountabilities
1.) Administer and support implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
Example of Duties:	Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system. Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor. Conducts research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies.
2.) Organize procurement processes for CO, projects, and collaborate with other UN Agencies.
Example of Duties:	Consolidate procurement plans for the office and projects, and monitor their implementation for the country office and projects. Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations. Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP). Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems. Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.
3.) Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.
Example of Duties:	Develop and update rosters of suppliers. Implement supplier selection and evaluation.
4.) Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP.
Example of Duties:	Organize procurement training for operations and project staff. Organize procurement training for vendors on e-procurement modules. Synthesize lessons learned and best practices in procurement. Make sound contributions to knowledge networks and communities of practice.
5.)
Example of Duties:
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: Supervises support staff in Procurement Unit

V. Requirements:

Education

Secondary education is required
A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
CIPS level 3 is mandatory.

Experience, Knowledge, and Skills

Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. At least 3 years in managing public sector procurement of goods and services would be an advantage.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems such as ERP.

Language requirements

Fluency in the UN language of the duty station is required
Fluency in the national language of the duty station is required for local staff

Expected Demonstration of Competencies

Core : Full list of UNDP Core Competencies can be found here

Achieve Results

LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively

LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility

LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination

LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner

LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion

LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area	Name	Definition
Procurement	Sourcing	Ability to find, evaluate and engage suppliers of goods and services
Procurement	Financial Analysis	Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Procurement	Procurement Management	The ability to acquire goods, services or works from an outside external source.
Procurement	Stakeholder Management	Ability to work with incomplete information and balance competing interests to create value for all stakeholders
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs. Provide inputs to the development of customer service strategy Look for ways to add value beyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns
Business Management	Risk Management	Ability to identify and organize action around mitigating and proactively managing risks
Business Management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels

VI. Keywords

Public Sector Procurement and Sourcing

Stakeholder management

Purchase order and contract monitoring

Supplier evaluation

Best value for money

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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