Procurement Associate

2 days ago

Fatih, Istanbul, Turkey United Nations Development Programme Full time

1 year initially with possibility of extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Europe and Central Asia in Istanbul and a number of field offices across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability for women's political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights, particularly for marginalized groups of women. Other programmes in ECARO involve partnering with women in their efforts to engage in peace and reconstruction efforts, and push for gender equality (GE) provisions integral to preparing for, mitigating and responding to disasters and emergencies. To bolster gender-responsive budgeting, public planning and procurement, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sectors.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Manager, with matrix reporting to and functional oversight from the Regional Procurement & Travel Specialist, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results-oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Country Offices (CO) and UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

1. Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies:

  • Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by Operations Manager;
  • Coordinate the implementation of corporate procurement management and duty travel policies and strategies in support of cost saving and operations for the RO and COs in the region.
  • Prepare workplan;
  • Contribute inputs to the development of new tools, systems, policies, manuals, templates, and guidelines;
  • Provide advice and technical support on Procurement related issues to MCO/COs in the region;
  • Follow up with internal and external audits.

2. Manage procurement processes for the Regional Office, and Country Offices in the region:

  • Finalize procurement plans for programmes/projects and monitor their implementation;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services in the RO and COs;
  • Organize and review procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and their preliminary evaluation;
  • Perform Buyer role in Quantum system; prepare/close Purchase Orders (POs) and contracts in and outside Quantum system;
  • Organize joint procurement processes for the UN agencies in line with the UN reform.

3. Manage procurement and Travel processes for the Regional Office, and Country Offices:

  • Review/process contracts for the RO, MCO, and COs in the region;
  • Monitor and analyze contract performance;
  • Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.
  • Review and ensure that the information on the travel entitlements, itinerary and travel details on the Travel Request (TR)/ Travel Claim (TC) is correct and that the calculations of the amounts payable/receivable are in accordance with the Duty Travel Policy and the Financial Rules of UN Women.

4. Facilitate knowledge building and knowledge sharing:

  • Develop and support the development of training materials, webinars and other education materials;
  • Organize trainings on Procurement;
  • Synthesize lessons learnt and best practices.

5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Stakeholder Engagement
  • Leading by Example

FUNCTIONAL COMPETENCIES:

  • Strong knowledge of procurement processes and systems;
  • Ability to provide procurement related support and advice;
  • Strong knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to extract and interpret data;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong IT and web based management skills.
Required Skills and Experience

Education and Certification:

  • Completion of secondary education is required.
  • Specialized training in Procurement; or a Bachelor's degree (or equivalent) in Business Administration, Finance or related field is an asset;
  • Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

Experience

  • At least 7 years of progressively responsible experience in procurement, administration or related at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) is required;
  • Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages

  • Fluency in English is required.
  • Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
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