Procurement Assistant, Accra, Ghana

• Organization: UNDP - United Nations Development Programme
• Country: Ghana
• City: Accra
• Office: UNDP Ghana
• Grade: G-5
• Follow @UNjobs

Closing date: Friday, 16 December 2016

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Education & Work Experience: C-HS Graduate or Equivalent - 5 year(s) experience, G-Bachelor's Level Degree - 5 year(s) experience
G5
Vacancy Type
FTA Local
Posting Type
External
Bureau:
Africa
Contract Duration:
1 Year with possibility for extension
Open for Ghanaian Nationals Only
Background Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.
The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities Summary of Key Functions:
Implementation of operational strategies
Support to procurement processes
Implementation of sourcing strategy
Control of CO Assets
Provision of logistical services
Support to knowledge building and knowledge sharing
Ensures implementation of operational strategiesfocusing on achievement of the following results: Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

rovision of inputs to preparation of procurement plans for the office.

Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.

Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

Update of the rosters of suppliers.

4. Ensures proper control of CO Assets focusing on achievement of the following result:

Preparation of inventory reports.

Implementation of Inventory and physical verification check-up in the CO and projects.

Ensures provision of logistical servicesfocusing on achievement of the following results: Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
Supports knowledge building and knowledge sharingin the CO focusing on achievement of the following results: Participation in the trainings for the operations/ projects staff on Procurement.
Sound contributions to knowledge networks and communities of practice.
Competencies
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

Strives to keep job knowledge up-to-date through self-directed study and other means of learning

Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems

Client Orientation
Level 1.1: Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion

Organizes and prioritizes work schedule to meet client needs and deadlines

Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

Demonstrating/safeguarding ethics and integrity

Demonstrate corporate knowledge and sound judgment

Self-development, initiative-taking

Acting as a team player and facilitating team work

Facilitating and encouraging open communication in the team, communicating effectively

Creating synergies through self-control

Managing conflict

Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making
Required Skills and Experience Education
Secondary Education with specialized training in procurement; OR a University Degree in Business or Public Administration with specialized training in Procurement.
Experience
5 years of relevant administrative experience is required at the national or international level for Secondary education with specialized training in Procurement.
2 years of relevant administrative experience is required at the national or international level for a University Degree in Business or Public Administration with specialized training in Procurement.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
Language Reqirements
Fluency in the UN and national language of the duty station

Important applicant information

All posts in the GS 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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Languages - Essential: English
Languages - Desirable: