Summary
Date Posted: Wednesday, July 19 2023, Base Salary: Not Disclosed

JOB DETAILS:
Details
Mission and objectives
• The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in some 170 countries and territories, supporting their own solutions to development challenges and developing national and local capacities that will help them achieve human development and the Sustainable Development Goals. Our work is concentrated on three main focus areas: Sustainable development; Democratic governance and peacebuilding; Climate and disaster resilience. UNDP helps countries attract and use aid effectively. In all our activities, we promote gender equality and the protection of human rights. UNDP has enhanced its support to countries to work towards the eradication of extreme poverty, enabling us to build back better and work towards innovative solutions to the complex global challenges. We have refined our service offering through six signature solutions to provide a more integrated response to the development challenges that we are all facing in this complex global environment. This includes a mix of policy advice, technical assistance, catalytic financing and innovative programmes tailored to country specific needs to accelerate progress towards the Sustainable Development Goals through six our signature solutions on – poverty, governance, resilience, environment, energy, gender equality.

Context
• UNDP Zambia is strategically repositioning its country programme implementation based on emerging opportunities and UNDP’s comparative advantages that maximizes partnerships, resource mobilization and impact in keeping with UNDP’s mandate and its current Country Programme Document (CPD) as well as improving the overall office performance. In order to do so, Senior Management has identified the strengthening of the procurement function as an immediate measure to both boost the programme delivery, to bridge the existing gap in relation to the initial target and position UNDP as a trusted and key partner by UN sister agencies for ensuring best-value for money and client-oriented services. The procurement function of UNDP serves a portfolio of diverse and large clients among others, are listed UNDP projects implemented under Direct Implementation (Modality) DIM and Country Office (CO) support to National Implementation Modality (NIM), non-resident UN agencies such as UNODC, UN-Habitat, UN Secretariat such as UNDSS, the Resident Coordinator Office (RCO), the UN Dispensary, the UN House and the UN Annex (UN Common House with at least 5 UN other agencies. The procurement services provided are very diverse and complex and include the purchase of unusual materials, equipment, goods and services, construction services and civil works. Under the overall guidance of the Deputy Resident Representative and direct supervision of the Procurement Specialist, the incumbent will assist to provide procurement services ensuring high quality and accuracy of work. The Procurement Assistant will promote a client, quality and results-oriented approach in the Unit. The incumbent will work in close collaboration with other Procurement Unit, Operations, Programme and project staff in the CO and UNDP HQs to exchange information and ensure consistent service delivery.

Task description
Within the delegated authority and under the supervision of the Procurement Specialist or his/her designated mandated representative(s), the Procurement Assistant will perform the following tasks: Implementation of operational strategies:
• Contribute to ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
• Provide support and inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management. Organization of procurement processes for CO, NIM)/DIM projects and other UN Agencies:
• Assist to prepare of procurement plans for the office and projects and monitoring their implementation;
• Contribute to organization of procurement processes including preparation and conduct of request for Quotations (RFQs), Invitations to Bid (ITBs) or Request for Proposals (RFPs); receipt of quotations, bids or proposals, their evaluation; negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Assist to prepare Purchase Orders and contracts, preparation of Recurring Purchase Orders for contracting of services, and vendor creation;
• Contribute to submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RCAP), and Advisory Committee on Procurement (ACP). Provide secretarial support to CAP as required;
• Contribute to implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched and that timely corrective actions on POs with budget check errors and other problems;
• Support the development of Long Term Agreements (LTAs) for UN Operations Management Team (OMT) and the office;
• Assist with Implementation of joint procurement processes for the UN Agencies in line with the United Nations Development System (UNDS) reform. Implementation of sourcing strategy focusing:
• Contribute to the development and implementation of supplier selection and evaluation strategies;
• Assist to conduct market surveys for common goods and services and participate in elaboration and implementation of cost saving and reduction strategies. Organization of logistical services:
• Assist with the arrangement of shipments, clearance of goods and facilitation of delivery to beneficiaries; assist with facilitation of vehicle maintenance and arrangement of conference facilities for both UNDP and other UN Agencies. Knowledge building and knowledge sharing in the CO:
• As part of a team, facilitate trainings for the operations/projects staff on procurement and synthesize lessons learnt and best practices in procurement;
• Contribute to knowledge networks and communities of practice.

Requirements
Required experience
0 years of experience in Procurement, Logistics, Supply Management or similar fields.
• Excellent interpersonal skills and ability to work inclusively and collaboratively with a range of partners;
• Ability to work and adapt professionally and effectively in a challenging environment;
• Ability to work effectively in a multicultural team of international and national personnel.

Area(s) of expertise
Procurement and contracting

Driving license
Languages
English, Level: Fluent, Required

Required education level
Bachelor degree or equivalent in Procurement, Business Administration, Public Administration, Finance, Economics or related field.

Competencies and values
• Ethics and Values
• Integrity
• Knowledge Sharing
• Respect for Diversity
• Technological Awareness
• Working in Teams

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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