Procurement Associate at United Nations Development Programme -Rwanda: (Deadline 23 May 2024)

I. Position Information

Job Title: Procurement Associate

Department: Operations

Reports to: Procurement Analyst

Grade Level: G7

Bureau: RBA

Direct Reports: Temporary Support Staff in Procurement Unit

Position Number: 0002654

Duty Station: Kigali, Rwanda

Career Stream: Corporate Operations – Procurement

Contract Modality: FTA Local

Contract Duration: 2-year FTA,

II. Background and Organizational Context

This job description is a direct response to UNDP’s improved business model in Rwanda. It envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.

The new structure defines the skillsets required to position UNDP in the new country context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging on the most pressing and transformational development challenges of the country.

Through its portfolio, the Country Office (CO) has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations. The new structure will strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

III. Position Purpose

Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency, and integrity. The Procurement Associate supervises and leads temporary support staff of the CO Procurement Unit. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ as well as with vendors and Government officials to deliver information, provide advisory support, and resolve complex procurement-related issues.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Incumbent is expected to display innovation, initiative, and a strong client orientation that encourages and rewards the timely delivery of services for all clients and partners. S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management.

IV. Key Duties and Accountabilities

1.) Administer and support implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

Example of Duties:

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system.
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor.
• Conducts research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies.

2.) Organize procurement processes for CO, projects, and collaborate with other UN Agencies.

Example of Duties:

• Consolidate procurement plans for the office and projects, and monitor their implementation for the country office and projects.
• Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations.
• Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP).
• Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
• Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

3.) Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.

Example of Duties:

• Develop and update rosters of suppliers.
• Implement supplier selection and evaluation.

4.) Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP.

Example of Duties:

• Organize procurement training for operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.

5.)

Example of Duties:

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

Supervisory/Managerial Responsibilities: Supervises temporary support staff in Procurement Unit

V. Requirements:

Education

• Secondary education is required.
• A university degree in Business Administration, Public Administration, Finance, Economics, or equivalent will be given due consideration, but it is not a requirement.
• CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

 Experience, Knowledge, and Skills

• A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level.
• At least 3 years in managing public sector procurement of goods and services would be an advantage.
• Certification in supply chain management would be considered an asset.
• Exposure to UN and/or UNDP procurement procedures, grant applications and program implementation is highly desirable.
• Experience with procurement work in the humanitarian/multilateral context is desirable
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management procurement systems such as ERP is required.

Language requirements 

• Fluency in English and national language of the duty station is required for local staff (Kinyarwanda and/or Kiswahili)

Expected Demonstration of Competencies

Core : Full list of UNDP Core Competencies can be found here

Achieve Results

LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively

LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility

LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination

LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner

LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion

LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

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)

VI. Keywords

Public Sector Procurement and Sourcing

Stakeholder management

Purchase order and contract monitoring

Supplier evaluation

Best value for money