Procurement Associate-G6 job in Khartoum, Sudan

Job Title: Procurement Associate-G6 Publish Date: 17/04/2014 Closing Date: 30/04/2014 No Of Positions: 1 Level: G6

Contract Information Type of Contract: Fixed Term Appointment Contract Duration: 1 year initially Duty Station:  Khartoum Unit: Procurement Unit

Background: Under the guidance and direct supervision of the Procurement Specialist, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.   The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO, Projects and UNDP HQs staff for resolving complex procurement-related issues and information exchange in close consultation with supervisor. Terms Of Reference/ Duties and responsibilities:  Summary of Key Functions: Implementation of operational strategies Organization of procurement processes Implementation of sourcing strategy Contract Management Provision of logistical services Facilitation of knowledge building and knowledge sharing   Ensures implementation of the operational strategies focusing on achievement of the following results: Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control. Assist the supervisor in CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results: Preparation of procurement plans for the office and projects and their implementation monitoring. 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. . Buyers profile 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. Coordinate preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies as necessary and update the supervisor regularly. Support the implementation of joint procurement processes for the UN Agencies in line with the UN reform.  Development and update of the rosters of suppliers, implementation of supplier selection and evaluation; Identify new suppliers within the Country, in the Region or Global Level that are capable of supplying strategic goods and services to the CO; Ensures proper Contract Management System is put in Place focusing on achievement of the following result: Hold Regular Meeting with Contractors, Requesting Unit and Procurement in an interval as agreed between Supervisor and Management and  maintain the minutes and records related to the meeting for future use; Implementation of Contract Management Plan and Regular updating of Contract Tracking Sheet; Maintain the up-to-date List of LTAs created by Country Office, update them with validity, LTA ceiling and extension or termination plans in consultation with users and supervisor; Flag the Disputes or issues relating to contractors performance, payment, fulfillment of the contractual obligation early on and arrange the contract management meeting so that  issues are resolved in a timely manner; Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on     achievement of the following results: Organization of trainings for the operations/ projects staff on Procurement. Synthesis of lessons learnt and best practices in Procurement. Sound contributions to knowledge networks and communities of practice.   Impact of Result:-  The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies.  Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects. Competencies and Critical Success Factors  :-  Corporate Competencies: Demonstrates commitment to UNDP’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 UNDP 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 variety 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 client Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humored even under pressure Demonstrates openness to change Responds positively to feedback and differing points of view

Recruitment Qualifications Education: Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement. Work Experience: Minimum of 6 years of progressively responsible Procurement experience 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. Previous experience in UNDP Procurement would be preferred. CIPS certification would be an added advantage. Languages: Fluency in English and Arabic languages both written and spoken is a must. Other Requirements: To Apply Click On http://intra.sd.undp.org/jobs/Login.aspx Closing Date:30/04/2014 Today:24/04/2014