Job Identification : 12660

Locations : Mexico, Mexico

Posting Date : 07/26/2023, 07:15 PM

Apply before : 02/08/2023, 07:15 PM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-4

Vacancy Type : National Personnel Service Agreement

Practice Area : Effectiveness

Bureau : Regional Bureau for Latin America and the Caribbean

Contract Duration : 6 months

Education & Work Experience : Bachelor’s Degree

Required Languages : Fluency in Spanish. Desirable English

Vacancy Timeline

2 Weeks

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

Procurement Clerk works closely with operations, program and project staff at UNDP Mexico headquarters, as well as UNDP headquarters staff, to exchange information and guarantee consistent service provision.

The contracted person is expected to show initiative, a positive approach and a strong customer service orientation. As such, you are expected to be flexible in performing emerging tasks and additional duties, as required by the direct supervisor or Management.

Scope of Work

•  Support in the implementation of operational strategies.
•  Support for recruitment processes.
•  Support in the implementation of the supply strategy.
•  Administrative support.

Summary of key functions:

•  Support in the implementation of operational strategies, focusing on achieving the following results:
  •  Provide inputs for the preparation of results-oriented work plans of the Procurement Team.
  •  Full compliance with procurement activities in accordance with the rules, regulations, policies and strategies of the United Nations and UNDP.
•  Support for acquisition processes for UNDP and other United Nations System agencies Projects, focusing on achieving the following results:
  •  Support for the implementation of acquisition processes, including the preparation of bidding documents, receipt of quotes, offers or proposals.
  •  Assistance to prioritize acquisition requests, in terms of urgency, so that the Associate / Procurement Assistant takes the appropriate measures.
  •  Monitoring of all purchase processes until delivery, acceptance and payment. Follow up on requesting units on their acquisition requests, ensuring that all requirements are met.
  •  Preparation of routine correspondence, memoranda and procurement reports.
  •  Extract, enter, copy and archive data from various sources.
  •  Collection of information for the process of cost recovery for procurement services.
  •  Contract administration, which includes drafting contracts, modifications, settlements, monitoring of payments and communications.
  •  Sharing knowledge – Support procurement training and technical assistance activities for office staff and projects when required.
  •  Support the bidding evaluation process, preparation of evaluation reports and presentation of cases before the evaluation committees, when required.
•  Support in the implementation of the supply strategy, focusing on achieving the following results:
  •  Keep the supplier list updated.
  •  Conduct online research on suppliers and market prices.
•  Provision of administrative and logistical support to contracting processes
•  Administrative support:
  •  Support for the organization of conferences, workshops, retreats from Acquisitions.
  •  Simple correspondence translation ( English-Spanish ), when necessary.

Institutional agreement

Under the direct guidance and supervision of the Procurement Associate and Procurement Assistant as

backstop, Procurement Clerk supports procurement services at the Country Office, ensuring high quality and precision in their work. Procurement Clerk promotes a Customer Service approach in the Procurement Unit, with a focus on results.

Competences and Qualifications

Essential

Achieve Results:

LEVEL: Level 1: Plan and monitor your own work, pay attention to details, deliver quality work within established limits.

Think Innovatively:

LEVEL: Level 1: Open to creative ideas / known risks, solve problems pragmatically, make improvements.

Learn continuously:

LEVEL: Level 1: You have an open mind and curiosity, share knowledge, learn from mistakes, ask for feedback.

Adapt with Agility:

LEVEL: Level 1: Fits change, manages ambiguity / uncertainty constructively, is flexible.

Act with Determination:

LEVEL: Level 1: Show determination and commitment, able to respond calmly to adversity, confident.

Participate and Associate:

LEVEL: Level 1: Demonstrates compassion / understanding towards others, forms positive relationships.

Facilitate Diversity and Inclusion:

LEVEL: Level 1: Appreciate / respect differences, recognize unconscious biases, confront discrimination

Transversal and Technical Competences

Theme Area

Name

Definition

Acquisitions

Acquisitions

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

Business Administration

Comunicación

Capacidad para gestionar las comunicaciones internas y externas, a través de diversos medios y canales apropiados (E-mail, Teams, Zoom, etc.)

Administración de Empresas

Trabajar con evidencia y datos

Capacidad para inspeccionar, limpiar, transformar y modelar datos con el objetivo de descubrir información útil, informar conclusiones y respaldar la toma de decisiones.

Requisitos Académicos Mínimos

Nivel medio-superior.

Licenciatura Administrativa/Financiera/o afín deseable pero no requerida.

Años Mínimos de Experiencia Relevante

4 años de experiencia laboral relevante brindando soporte a tareas de adquisiciones o similar.

experiencia comprobable en el uso de computadoras y paquetes de software de oficina (principalmente Word y Excel).

experience in the use of any computer data management system or data entry and exit.

Required Skills

Operational effectiveness

•  Ability to perform a variety of repetitive and routine procurement-related tasks and duties.
•  Ability to review data, identify and adjust discrepancies.
•  Ability to handle a large volume of work, possibly under time constraints.
•  Ease of work adhering to administrative rules and regulations.
•  Knowledge and understanding of best office, administrative and secretarial practices and procedures.
•  In-depth knowledge of office software applications related to Word and Excel data processing.
•  Ability to organize and complete multiple tasks setting priorities.

Data management

•  Collect and compile digital data quickly and accurately, identifying what is relevant and discarding what is not, registering it in an accessible way in databases.
•  Collect, verify and record digital data in detail and methodically, showing attention to detail and identifying and correcting errors on their own initiative.
•  Transmit data from ( files via smartphones and other tools ); interpret data, draw conclusions, and / or identify patterns that support the work of others.
•  Support asset inventory processes.

Document, correspondence and report management.

•  Create, edit and present information ( queries, reports, documents ) in visually attractive, clear and presentable formats, such as tables, forms, presentations, briefing notes/books and reports using advanced text presentation and processing functions and basic database and spreadsheet software.
•  Edit, format, and provide entries to correspondence, reports, documents, and / or presentations using word processors, spreadsheets, and databases that meet quality standards and/or that require minimal correction.
•  Have good grammar, spelling and writing structure in the required language.
•  Ensure correspondence, reports and documents meet professional standards.

Planning, organization and multitasking

•  Accurately organize and complete multiple tasks, setting priorities and taking into account special assignments, frequent interruptions, deadlines, available resources, and multiple reporting relationships.
•  Plan, coordinate and organize the workload while remaining aware of changing priorities and competitive deadlines.
•  Demonstrate ability to quickly switch from task to task to meet multiple support needs.
•  Establish, build and maintain effective working relationships with staff and clients to facilitate the provision of support.

Desired skills in addition to the skills mentioned in the Competences section

Experience in managing web-based management systems and ERP purchasing modules.

Experience at the United Nations or working for an international organization.

Language ( s ) Required ( s )

Fluency in Spanish.

Desirable English

Disclaimer

Important applicant information

All posts in the NPSA categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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