Procurement Assistant - United Nations Development Programme (UNDP) in Libya

The Procurement Assistant works closely with the Service Team, especially the Procurement Unit and assist them in their day to day procurement activities. The Procurement Assistant is also works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

• Organization of procurement processes
• Implementation of sourcing strategy
• Provision of logistical services
• Facilitation of knowledge building and knowledge sharing.

Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

• Providing assistance in preparation of procurement plans for the office and projects and monitoring their implementation
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyer
• profile in Atlas.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• 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.
• Presentation of reports on procurement in the CO.
• Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
• Assist the Head of Service Center with the follow up of procurement plan/activities and the activities of Service Center.
• Any other task that is assigned by the supervisor.

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

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Participates actively in the evaluations, and provides support to the evaluation panels, especially with translation of documents from Arabic to English or vice versa (written translations may not be required).

Ensures organization of logistical services focusing on achievement of the following results:

• Organization, monitoring and close follow up of shipment of goods, including PO preparation, collection of quotations, evaluation of quotes, arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted surveys in regard to: DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities.

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

• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results:

The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies.  Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Building Strategic Partnerships

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components

Client Orientation

Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

Core Competencies:

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

• UNDP Procurement Certification programme