Procurement Associate

Job title: Procurement Associate

Company: United Nations Development Programme


Job description: The Procurement Associate will be reporting to the Procurement & Administration Lead in Operations Unit. The Procurement Associate will execute the function under the supervision of Procurement & Administration Lead in Operations unit and work alongside with other team members in the Procurement Unit. The incumbent is required to consistently work with the project/programme and operations colleagues for delivery of their functions and liaise with the senior management for approval of contracts/purchase orders.Supports the implementation of operational strategies:

• Ensure procurement activities align with UN/UNDP rules, regulations, and policies.
• Provide input for the design and execution of a client-oriented procurement management system.
• Assist in contract management, including tendering processes, contractor performance monitoring, and risk assessment.
• Contribute to the execution of strategic procurement activities such as supplier selection, quality management, and e-procurement initiatives.
• Support any additional procurement-related tasks as required by CO Management.

Provides procurement support for the Country Office, programmes, and projects and other UN Agencies:

• Assist in the preparation of procurement documents (RFQs, ITBs, RFPs) and facilitating evaluation processes.
• Support contract administration, including purchase order processing and vendor coordination.
• Assist in the preparation of submissions for the Procurement Review Committee.
• Ensure the implementation of internal procurement controls and timely resolution of procurement-related issues.
• Support cost-recovery processes for procurement services provided to UNDP programmes and other agencies.

Supports sourcing strategies and e-procurement implementation:

• Conduct market research to support procurement planning.
• Assist in maintaining and updating supplier rosters, long-term agreements, and pre-qualification lists.
• Support data collection and reporting on procurement performance.
• Assist in the implementation and adoption of e-procurement and e-tendering tools.
• Provide support in contract strategy formulation and strategic procurement planning.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Document and disseminate lessons learned and best practices in procurement.
• Provide guidance and support to programme and project colleagues on procurement policies and procedures.
• Partake and contribute to knowledge networks and communities of practice.

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

• UN policy knowledge – ethics – Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Procurement

• Contract Management – Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Procurement Management – The ability to acquire goods, services or works from an outside external source
• Strategic Sourcing – Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business Management

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

Partnership

• Relationship management – Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Required Skills and ExperienceEducation:

• Secondary education is required. OR
• A university degree in Business Administration, Public Administration, Finance, Economics, Management, Supply Management/Logistics, Procurement, International Business, International Trade or equivalent or any relevant field will be given due consideration, but it is not a requirement.
• CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience:

• Minimum 7 years (with Secondary Education), or 4 years (with bachelor’s degree) of progressively responsible administration / operation / procurement experience is required at the national or international level
• Experience managing procurement related budgets, bidding and evaluation documents, as well as all other relevant analytical and documentary reporting tool
• Experience in overseeing timely implementation of procurement related tasks and to provide the necessary troubleshooting to keep delivery of services on schedule
• Experience to accurately and thoroughly assess risks related to procurement and contracting
• Previous work experience in public procurement (either UN, development organizations, Government entities or INGOs)
• Experience of procuring complex requirements, with any of the following categories – consultancies, IT or communication technology, complex services or engagement will be an advantage

Required Languages

• Fluency in English and National Language (Bahasa Melayu) is required.

DisclaimerUnder 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.

Expected salary:

Location: Kuala Lumpur

Job date: Sun, 02 Mar 2025 04:16:49 GMT

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