Procurement Associate

UN Women


Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The 2018-2022 Strategic Note (SN) for UN Women PNG Country Office (PNG CO) builds on results achieved from previous programming cycles; contributes to priorities identified in UN Women’s Global Strategic Plan (2018-2021); is aligned to UN Development Assistance Framework (UNDAF 2018-2022); to Government of PNG’s Vision 2050’s (on Human Capital Development, Gender, Youth and People Empowerment); and to UN Agenda 2030 promise to “leave no one behind”. The SN supports localization of SDGs 1, 5, 10 11 and 16 and is focused on the following thematic priorities:

  1. strengthening and implementation of a comprehensive and dynamic set of global norms, policies and standards on gender equality and the empowerment of all women and girls;
  2. Women’s leadership, participation in and equal benefit from governance systems;
  3. Women and girls live a life free from all forms of violence; and
  4. Women and girls contribution to and greater influence in building sustainable peace and resilience, and equally benefitting from the prevention of natural disasters and conflicts and from humanitarian action.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the xx, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

1. Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies

  • Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Manager;
  • Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Follow up with internal and external audits;
  • Contribute to the development of sourcing strategies.

2. Organize procurement processes for the Papua New Guinea Country Office

  • Prepare procurement plans for programmes/projects;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
  • Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals;
  • Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Review Travel authorization and payment process in terms with Travel policy. Support travel arrangements as and when required by the Line Manager
  • Prepare submissions to the Procurement Review Committee (PRC).
  • Organize logistical services and undertake administrative tasks as and when required by Line Manager

3. Organize contract management process for the PNG Country Office

  • Review/ process contracts for the CO;
  • Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.
  • Maintain filling system (on SharePoint and physical)

4. Organize logistical services

  • Process requests for visas for all UN travelers;
  • Arrange hotel reservations for visiting UN/UN Women officials;
  • Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
  • Arrange shipments, vehicle maintenance, conference facilities contracting, etc;
  • Review and prepare material for common system activities relating to common services and premises, procurement processes, etc. and represent UN Women in related inter-agency meetings and working groups in the absence of supervisor.
  • Arrange transportation for high-level officials;
  • Perform other administrative tasks as assigned by supervisor.

5. Facilitate knowledge building and knowledge sharing

  • Provide substantive input and support to the development of training materials, webinars and other education materials;
  • Organize trainings for the operations/projects staff on Procurement;
  • Synthesize lessons learnt and best practices.

Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Functional Competencies

  • Good knowledge of procurement process, systems; administrative rules and regulations;
  • Good knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to extract and interpret data;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong IT and web based management skills.

Required Skills and Experience

Education and certification:

  • Completion of secondary education is required;
  • Specialized training in Procurement; or a Bachelor’s degree (or equivalent) in Business Administration or related field is an asset;
  • Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

Experience:

  • At least 6 years of progressively responsible experience in procurement, administration or related at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Experience in handling of web-based management systems, such as Atlas is an asset
  • Work experience in the UN system is an advantage.

Language Requirements:

  • Fluency in English and Tok-Pisin is required
  • Knowledge of the other UN official working language is an asset.

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