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Procurement Assistant (Office Based)

Brasília

  • Organization: UNDP - United Nations Development Programme
  • Location: Brasília
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Procurement
  • Closing Date: 2024-02-02
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.

 
UNDP works in around 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.
 
As all countries around the globe are seeking new ways to address complex and interconnected challenges such as shocks from crises, economic stagnation, inequality and poverty, providing access to clean and affordable energy, protect the environment, or mitigating and adapting to climate change, UNDP aims to develop integrated responses to these issues.
 
The UNDP Country Office (CO) in Brazil is a key development partner of the Brazilian government and supports national and sub-national public and private sector institutions and civil society to achieve a more sustainable and inclusive society by strengthening democratic institutions, improvement of governance effectiveness, reduction of poverty and inequalities and addressing climate change and biodiversity issues.
 
In aligning the organizational resources behind its strategy, the Country Office (CO) functional structure comprises three main areas, the management support functions, Programme team and Operations Team. The Operations Team is composed of Human Resources (HR), Finance, Joint Operations Facility - JOF (Procurement and Travel), ICT, and General Administration / Logistics units, all of which are responsible for quality assurance for the implementation of UNDP policies and procedures in these operational functions.
 
The Joint Operations Facility (JOF) in Brazil was developed within the context of the implementation of the Business Operations Strategy (BOS) and aligned with the “Operating as One” pillar of the Standard Operating Procedures (SOPs) for UN Country Teams. The JOF is focused on the simplification of business processes and the integration of operational services across UN entities with flexibility to adapt to the country context. Currently it brings together four UN Funds, Programmes and Specialized Agencies as core founding members (UNDP, UN Environment, UNFPA and UNWOMEN) on a single service platform for business operationsthrough harmonized procedures in Procurement and Travel. The services are also provided on ad hoc basis to other UN entities in Brazil, on demand. To address redundant and/or inefficient business processes the JOF in Brazil is one of only four integrated Business Centres across the UN System.
 
Under the guidance and supervision of the Procurement Officer, the Procurement Assistant provides administrative and procurement management support services ensuring high quality and accuracy of work, and execution of transparent and efficient services and processes in CO. The assistant promotes a client, quality and results-oriented approach.
 
The assistant works in close collaboration with the operations in the CO, other UNDP country offices and other UN agencies staff to exchange information, resolve complex procurement and administrative issues and ensure consistent service delivery.

 
Duties and Responsibilities

 
a) Provision of Administration and Logistics Management Support 
b) Implementation of Procurement Work.
 
Ensure provision of administrative and programming support to the implementation of the project, 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 framework;
  • Assist management of PROMPT – online procurement planning platform;
  • Provide peer-peer support to other UNDP country offices and other UN agencies on procurement activities; 
  • Assist to develop and consolidate terms of reference for procurement of services and specifications for procurement of goods; 
  • Support on supply sourcing including reaching out to potential suppliers and searching from different sources; 
  • Assist to develop solicitation documents including Request for Quotation, Request for Proposal and Invitation to Bid; 
  • Arrange posting procurement advertisement and circulating solicitation notice; 
  • Contribute and facilitate bid evaluation including both technical and financial parts; Prepare and consolidate evaluation report; 
  • Prepare requisition and contract for services in accordance with relevant policies; 
  • Provide administrative and logistic support to the organization of the conference, workshop and training session; 
  • Assist in coordinating and implementing travel arrangements per agency request; 
  • Consolidate, update and maintain supply roster list; 
  • Obtain vendor information and ensure vendor profile is established in the system; 
  • Arrange and follow up on payment; Ensure to prepare an invoice and collect cost recovery for service rendered to projects or other agencies; 
  • Document and file all related papers for implementation of the project;
  • Take any other temporary tasks assigned by the supervisor or the project management team.
 
Institutional Arrangement:
 
Under the overall guidance and direct supervision of the JOF Supervisor/Procurement Analyst, the Procurement Assistant helps the delivery of procurement services to JOF client/Agencies, ensuring high quality and accuracy of work. The Procurement Assistant provides overall support to the Procurement team to service the clients of the JOF on the delivery of the service needs. Please see attached a general overview in Annex to show the position of this function within the office and unit structure.

 
Competencies

 
Core Competencies:

Achieve Results:
•LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:
•LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously:
•LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:
•LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination:
•LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:
•LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:
•LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

 

Cross-Functional & Technical Competencies:

 

Procurement  / Sourcing:

  • Ability to find, evaluate and engage suppliers of goods and Services 

Procurement / Procure-to-pay:

  • Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.

Administration & Operations / Events Management (including retreats, trainings and meetings):

  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 

Business direction and strategy / Negotiation and Influence:

  • Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations.

Business development / Integration within the UN:

  • Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations.

Business management / Portfolio management:

  • Ability to select, prioritise and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment

Business management / Risk Management:

  • Ability to identify and organize action around mitigating and proactively managing risks.


 

Required Skills and Experience

 
Min. Education requirements:
  • Secondary Education (Completion of High school) is required 
  • A university degree (Bachelor’s degree) in Business, Marketing, Public Administration, Public Procurement, Economic Sciences, Law, Engineering, Statistics, Management, Mathematics will be given due consideration but is not a requirement.
Min. years of relevant work experience:
  • Minimum four years (with Secondary Education) or one year (with Bachelor’s degree) of relevant experience in procurement and administration.

Required skills:

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of web-based management and social knowledge management systems and networks.

Desired skills in addition to the competencies covered in the Competencies section:

  • Administrative and procurement experiences in public sector would be preferred.
  • Familiarity with ERP Systems.

Required Language(s):

  • Fluency in English and Portuguese; 
  • Knowledge of other UN languages is an asset.

Professional Certificates:

  • Procurement certification will be considered an advantage.

 

 

 

Disclaimer

 

 
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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