Asistente Administrativo De Adquisiciones

Background and Organizational Context

Under the guidance and supervision of the Procurement Analyst, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Position Purpose

• Implementation of operational strategies
• Support of procurement processes
• Implementation of sourcing strategy
• Advisory to NIM Projects
• Facilitation of knowledge building and knowledge sharing

Key Duties and Accountabilities

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

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategie
•  Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management.

2.) Support procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

• Preparation of procurement plans for the office and support to NIM/DIM Projects and agencies as well.
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation and case presentation for approval to corresponding Committees in applicable cases. 
• Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, maintenance of the filing system in the procurement Unit. Buyers profile in Quantum.
• Implementation of the internal control system, which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Provision of information for preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.

3.) Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the rosters of suppliers.

4.) Advisory to NIM Projects to support their procurement processes in accordance to the applicable rules and regulations.

• Attend to project consultations related to contracting processes.
• Inform and advise projects according to rules and procedures.

5.) Facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization of trainings for the operations/projects staff on Procurement. 
• Sound contributions to knowledge networks and communities of practice.
• Synthesis of lessons learnt and best practices on Procurement. 
• Technical Assistance for the projects staff on Procurement.
• Any other related activity to the delivery of Procurement services.

Requirements:

     Education

• Secondary Education with specialized training in procurement. 
• University Degree in Business or Public Administration would be desirable, but it is not a requirement.

     Experience, Knowledge, and Skills

• 5 years of relevant administrative experience is required at the national or international level for secondary education. 
• 2 year of relevant administrative experience is required at the national or international level for university degree.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) 
• Fluency in Spanish and English mandatory
• Experience in organization of trainings would be desirable. 
• Knowledge of automated procurement systems, experience in handling of web based management systems would be desirable.
• CIPS 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Expected Demonstration of Competencies

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

Cross-Functional & Technical competencies

• Business direction and strategy. Effective Decision Making. Ability to take decisions in a timelyand efficient mannerin line with one’s authority, area of expertise and resources.
• Business Management.Communication. Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Business Development. Knowledge Generation. Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
• Audit & Investigation. Fraud awareness and investigation techniques. Basic knowledge to understand the foundations of fraud, how to detect red flags and conduct initial fact findings.
• General (across the functions). Event planning and execution. Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.
• Legal. Knowledge of applicable legal framework. Understanding of the legal norms as applied to the United Nations in general, and to UNDP in particular. This includes an understanding of the structure, functioning and operations of UNDP within the broader UN system and the application of international treaties, including the UN Charter, GA resolutions, the relevant basic country assistance agreement and UN system-wide legal instruments, as well as an understanding of the internal legal framework (financial regulations and rules, policies, and procedures) of UNDP.