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.

El Procurement Clerk trabaja en estrecha colaboración con el personal de operaciones, programas y proyectos en la oficina central de PNUD México, así como con el personal de la sede del PNUD, para intercambiar información y garantizar una prestación de servicios consistente.

Se espera que la persona contratada muestre iniciativa, un enfoque positivo y una fuerte orientación de servicio al cliente. Como tal, se espera que sea flexible en el desempeño de tareas emergentes y deberes adicionales, según lo requiera el supervisor directo o la Gerencia.

Alcance del Trabajo

•  Apoyo en la implementación de estrategias operativas.
•  Apoyo a los procesos de contratación.
•  Apoyo en la implementación de la estrategia de abastecimiento.
•  Soporte administrativo.

Resumen de funciones clave:

•  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.
  •  Traducción de correspondencias simples (inglés-español), cuando sea necesario.

Acuerdo Institucional

Bajo la guía y supervisión directa del Asociado de Adquisiciones y del Asistente de Adquisiciones como

backstop, el Procurement Clerk apoya los servicios de adquisiciones en la Oficina de País, asegurando alta calidad y precisión en su trabajo. El Procurement Clerk promueve en la Unidad de Adquisiciones un enfoque de Atención al Cliente, con orientación a resultados.

Competencias y Cualificaciones

Esenciales

Lograr Resultados:

NIVEL: Nivel 1: Planifica y monitorea el trabajo propio, presta atención a los detalles, entrega trabajo de calidad en los límites establecidos.

Pensar Innovadoramente:

NIVEL : Nivel 1: Tiene apertura a ideas creativas/riesgos conocidos, resuelve problemas de manera pragmática, realiza mejoras.

Aprender Continuamente:

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

Communication

Ability to manage internal and external communications, through various appropriate means and channels ( E-mail, Teams, Zoom, etc. )

Business Administration

Work with evidence and data

Ability to inspect, clean, transform, and model data to discover useful information, report conclusions, and support decision making.

Minimum Academic Requirements

Upper-middle level.

Administrative / Financial / related Bachelor’s degree desirable but not required.

Minimum Years of Relevant Experience

4 years of relevant work experience supporting procurement or similar tasks.

verifiable experience in the use of computers and office software packages ( mainly Word and 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

•  Recopilar y compilar datos digitales con rapidez y precisión identificándo lo relevante y descartando lo que no lo es, registrándolo de manera accesible en bases de datos.
•  Recopilar, verificar y registrar minuciosa y metódicamente datos digitales, demostrando atención a los detalles e identificando y corrigiendo errores por iniciativa propia.
•  Transmitir datos de archivos (a través de teléfonos inteligentes y otras herramientas); interpretar datos, sacar conclusiones y/o identificar patrones que respalden el trabajo de otros.
•  Apoyar los procesos de inventariado de activos.

Gestión de documentos, correspondencia e informes.

•  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

•  Organizar y completar con precisión múltiples tareas, estableciendo prioridades y teniendo en cuenta asignaciones especiales, interrupciones frecuentes, plazos, recursos disponibles y múltiples relaciones de informes.
•  Planificar, coordinar y organizar la carga de trabajo sin dejar de ser consciente de las prioridades cambiantes y los plazos competitivos.
•  Demostrar capacidad para cambiar rápidamente de una tarea a otra, a fin de satisfacer múltiples necesidades de apoyo.
•  Establecer, construir y mantener relaciones de trabajo efectivas con el personal y los clientes para facilitar la prestación de apoyo.

Habilidades deseadas adicionales a las competencias mencionadas en la sección de Competencias

Experiencia en el manejo de sistemas de gestión basados en web y módulos de compras ERP.

Experiencia en Naciones Unidas o trabajando para alguna organización internacional.

Lenguaje(s) Requerido(s)

Fluidez en español.

Inglés deseable

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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