Job Identification : 11361

Locations : New York, United States

Posting Date : 06/13/2023, 04:25 AM

Apply Before : 06/21/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : G6

Vacancy Type : Temporary

Practice Area : Gender

Bureau : Bureau for Policy and Programme Support

Contract Duration : 364 days

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages : English

Vacancy Timeline

1 Week

Mobility required/no mobility

no mobility required

Job Description

Background:

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data-driven including in its programme support efforts.

UNDP has achieved significant progress in making gender equality and women’s empowerment integral to its work on human development. The new UNDP Gender Equality Strategy 2022-2025 builds on the lessons of the previous strategies it has established as the main goal to help governments to shift systems and power structures that generate gender inequalities and women’s disempowerment. It will work through its six signature solutions on poverty and inequality, governance, resilience, environment, energy and gender equality; and promote integrated approaches in each thematic area, stronger investments in data and analysis, and the implementation of innovative solutions to transform social norms, and stronger partnerships with UN agencies and with civil society.

The Gender Team (BPPS) has the leading role in the implementation of the Gender Equality Strategy 2022-2025, including through the implementation of Gender Equality Global Program 2023-2025.

Position Purpose:

Reporting to the Director of the Gender Team (New York), the Procurement Associate will be responsible for:

•  Implementation of operational strategies in managing procurement processes.
•  Organization and management of procurement processes.
•  Administrative and logistical support.
•  Knowledge building and knowledge sharing.

As such, the incumbent will have to demonstrate a level of agility and breadth of knowledge and skills to manage competing demands while delivering quality outputs of high standards.

Duties and Responsibilities:

Implementation of operational strategies in managing procurement processes.

•  Take the lead on all aspects of procurement planning and processes, in full compliance with UN/UNDP rules, regulations and policies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
•  Keep abreast of the UNDP procurement policies and procedures regarding procurement and provide guidance and support to team members to ensure their effective implementation (e.g., development of TORs, procurement options, etc.).
•  Develop proposals for cost-effective procurement strategies in consultation with the Gender Team’s management.
•  Develop and maintain a repository of key information related to the procurement aspects of the Gender Team’s work, including TORs, contracts, submissions to procurement committees, among others. Organization and management of procurement processes.
•  Coordinate the preparation, implementation, and monitoring of the Team’s procurement plan, including alignment with the Gender Team’s Annual Work Plan and Budget.
•  Contract administration through preparation of Purchase Orders and Contracts in and outside Quantum; Supplier creation and maintenance; and liaison with contractors/vendors.
•  Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and the Advisory Committee on Procurement (ACP).
•  Implementation of the internal control system which ensures Purchase Orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

Administrative and logistical support.

•  Provide oversight and support to the Gender Team’s official mission travel requests, in coordination with the respective units, and in full compliance with UNDPs rules and regulations.
•  Provide guidance and support to ensure efficient and timely processing of requests, related to the organization of meetings, trainings, retreats, conferences and special events, among others.
•  Provide team members with guidance and support to ensure effective management of their respective budgets, including issues related to different modalities to allocate/transfer funds to internal or external partners, provision of COAs/Distributions, processing of Financial Authorizations and of advances and direct payments, among others.
•  Provide guidance and support for HR processes including submission of relevant documentation for position creations and extensions, among others.

Knowledge building and knowledge sharing.

•  Promote knowledge sharing and learning on procurement among colleagues.
•  Organize training sessions for the Gender Team on procurement (e.g., hiring of IC, companies, etc.).
•  Keep abreast of learning/training opportunities and lessons learnt/best practices regarding procurement processes and share with the Team.
•  Develop internal guidelines on the most common procurement processes used by the Team and share them as needed.

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

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

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

Cross-Functional & Technical competencies

Procurement – Data Analysis

•  Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.

Procurement – Contract Management

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

Procurement – Procurement Management

•  The ability to acquire goods, services or works from an outside external source

Administration & Operations – Travel Policy and Procedures

•  Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.

Business Development – Knowledge Generation

•  Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need.

Business Management – Operations Management

•  Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms

Ethics – UN Policy Knowledge

•  Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

Required Skills and Experience:

Education:

•  Secondary education is required; or
•  A university degree (Bachelor´s degree) in Business Administration, Public Administration, Finance, Economics or related field would be given due consideration, but is not a requirement.
•  CIPS 2 is highly desirable.

Experience, Knowledge, and Skills:

•  A minimum of 6 years (with Secondary education) or 3 years (with Bachelor´s degree) of progressively responsible procurement or administrative experience in a large or international corporation/organization and multi-cultural environment is required.
•  Experience using an ERP system is required, preferably Oracle/Quantum.
•  Experience in the usage of computers and office software packages such as MS Word, Excel or other relevant programs) is required.
•  Knowledge of UN/UNDP operations, structure and administrative procedures is a distinctive advantage.

Language:

•  Fluency in English, both written and oral, is required.
•  Working knowledge of another UN language is an asset.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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