Procurement Associate

Job Summary:

Under direct supervision of the PSM Officer, the procurement associate will provide financial management, general administrative support, and capacity building. This will be done in accordance with UNDP rules, policies and procedures, the grant agreement, and corporate agreements with the GF, and working in partnership with national and provincial stakeholders, Sub-recipients (SRs) and close coordination with the GF (including Local Fund Agent), the Country Coordianting Mechanism (CCM), technical partners and UN entities, and the GF/HIST

The Procurement Associate works in close collaboration with the Sub-recipients (SRs) of the Global Fund project, the operations and project teams in the PMU in ensuring successful implementation and oversight of GF procurement activities.

Duties & Responsibilities:

The Procurement associate assists the PMU in the implementauin of the procurement activities of HIV, Malaria and TBRSSH pharmaceuticals, laboratory equipment and supplies to ensure continuous availability of the planned commodities, laboratory equipment, quality test kits, reagents and consumables.

Ensures implementation of operational strategies focusing on achievement of the following results.

·       Provides support to PSM Unit and other projects to ensure adequate integration of procurement in grant/programme design, planning and implementation of procurement actions.

·       Provides inputs and considerations for the procurement action plans and reviews including realistic timelines of each procurement step based on the best available knowledge.

·       Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services

Organizes procurement processes focusing on the following results:

• Organizes work of national counterparts and experts to develop clear and generic specifications and/or terms of reference.
• Implementation of proper procurement processes including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment in full compliance with UNDP rules and regulations.
• Drafting submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Performing functions in Atlas according to the assigned Atlas profile.
• Liaises with the suppliers after contract award to draft and agree proposed contracts/purchase orders; coordinates with Logistics and Supply Chain Associate for handover of the concluded procurement cases for further planning of receipt and distribution.
• Provides weekly monitoring updates to feed the tracking sheets maintained by PSM Unit
• Accurate and timely PQR reporting.
• Ensure timely completion and documentation of customs clearance activities.

Ensures implementation of sourcing strategy focusing on the achievement of the following results:

• Implementation of strategic procurement for including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management; adhering to the UNDP procurement rules and regulations.
• Developing and updating local rosters.
• Ensures that PSO recommendations and updates, including ones on commercial LTA holders, LTA scopes and prices, are considered.

Facilitation of knowledge building and knowledge sharing with particular focus on the following results:

• Participation in procurement trainings.
• Participation in the development and implementation of capacity development exercises in the area of procurement.
• Participate in organizing customs clearance and other logistic activities.
• Ensures knowledge sharing among the staff and initiating relevant trainings.
• Maintaining electronic and hardcopy files and records to ensure proper accountability.

• The Procurement Associate shall participate in any activity that contribute to key results that have an impact on the efficiency especially in procurement and contract management strategies, which will contribute to appropriate delivery of services and overall timely delivery of UNDP programmes and projects.

1.     Institutional Arrangement

The Procurement Associate reports directly to the Procurement and Supply Management Specialist

2.     Competencies

Complete the Competencies section for each set of competencies as follows:

• Core – applicable to all personnel. Select the relevant level for each competency based on the required behaviours.
• People Management – if the personnel has people management responsibilities, insert the standard text with the link to the people management competencies list.

·       Cross-functional & Technical: Insert up to 7 competencies from the approved UNDP Cross-functional & Technical competencies list uploaded on the competency framework site.

Please refer to the competency framework site for the entire list of competencies and further explanations.

Core

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

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)

Procurement

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Procurement

Supplier/ Relationship Management

Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement

Data Management

Knowledge of processing, storing, and validating procurement data

Administration & Operations

Documents and

records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving’

Job Requirement:

Min. Academic Education

·       High School with specialized training in procurement.

·       University Degree in Business or Public Administration would be desiable, but it is not a requirement.

Min. years of relevant Work experience

·       3 years with Bachelor’s or 6 year’s of experience in the field of procurement and supply chain at the national or international level.

Required skills and competencies

·       At least 2 years of experience of managing people

·       Knowledge of tools, procedures and international standards for the purchase of goods and services

·       Strong analytical skills

·       Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP, preferably PeopleSoft

·       Knowledge of UNDP and/or UN operating procedures is highly desirable.

Desired additional skills and competencies

·       Knowledge of Global Fund’s financial policies and procedures, is an asset.

·       Experience with ERP financials, preferably PeopleSoft, is an asset.

·       Knowledge and experience working in the UN or UNDP rules, regulations, policies and procedures is an asset.

Required Language(s) (at working level)

·       Fluency in written and spoken English is required.

·       Fluency in Dari and/or Pashtu is required.

Job Location:

Afghanistan, Kabul

Submission Guideline:

a)     Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

b)    A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

c)     Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.