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Procurement Associate

1 month ago

Kuala Lumpur, Malaysia United Nations Development Programme (UNDP) Full time

**Job Identification**
- 20828

**Locations**
- Kuala Lumpur, Malaysia**Posting Date**
- 09/20/2024, 06:38 AM
- 10/04/2024, 06:19 AM

**Job Schedule**
- Full time

**Agency**
- UNDP

**Vacancy Type**
- National Personnel Service Agreement

**Practice Area**
- Management

**Bureau**
- Bureau for Management Services

**Contract Duration**
- 1 Year

**Vacancy Timeline**
- 2 Weeks

**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.**

**Background**

The Office of Procurement (OP) under the Bureau of Management Services of UNDP is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

The Crisis, Climate and Infrastructure Unit (CCIT) provides direct procurement services to the UNDP Country Offices globally for the supply of specialized vehicles, ambulances, drones, solar solutions, engineering and construction and more.

Under the guidance and supervision of the Procurement Specialist Team Lead, the Procurement Associate ensures the execution of transparent and efficient procurement services in line with client expectations. The Procurement Associate promotes a client-focused, quality and results
- oriented approach in the Unit.

The Procurement Associate works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

**Duties and Responsibilities**

Ensures **implementation of the operational strategies** focusing on achievement of the following results:

- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
- OP/CCIT Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

**Support orginzing procurement processes on behalf of and in collaboration with UNDP COs, **focusing on achievement of the following results:

- Assist COs in the preparation of procurement plans for the office.
- Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Preparation of Purchase orders and contracts in and outside the ERP system, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in the ERP system with Buyer profile
- Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- 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 in consultation with the COs.
- Presentation of reports on procurement in the PSU.
- Preparation of cost-recovery bills in the ERP system for the procurement services provided by CCIT

Ensures **implementation of sourcing strategy** focusing on achievement of the following result:

- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation

Ensures organization of l**ogistical services** focusing on achievement of the following results:

- Organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with the COs on delivery tracking, making warehouse arrangements at destinations, where required, etc.

Ensures **facilitation of knowledge b