Procurement Assistant

Mission and objectives

UNDP is the knowledge frontier organization for sustainable development in the UN Development System. It 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 continuous spectrum of in-depth 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.

The United Nations Guiding Principles on Business and Human Rights (UN Guiding Principles) is widely recognized as the most authoritative, normative framework guiding efforts to reduce or eliminate the adverse impact of business operations on human rights. Experts have described it as the single most important innovation in promoting sustainable business practices in the last 25 years – a role that is reinforced by its inclusion as one of the Means of Implementation of the 2030 Agenda for Sustainable Development (2030 Agenda).

Context

UNDP has operated in Ethiopia since 1981. Since then, UNDP has focused on providing Ethiopia with strategic support to build national capacity and enhance the country’s development results in the areas of poverty reduction and economic growth, democratic governance as well as climate resilient development. Moreover, UNDP’s interventions priorities long-term development impacts to build a resilient nation by informing policies, as well as implementing activities at the community level. Over the last five years, UNDP Ethiopia has mobilized, internally and through partners, and strategically utilized over USD 100 million to build long-term resilience and enhance the delivery of the country’s development results. UNDP takes advantage of its presence in over 170 countries to help Ethiopia access best practices and strengthen its south-south cooperation.

UNDP’s strategic focus on building national capacity has meant that the organization has played a key role in supporting Ethiopia to develop and implement key strategies such as the Climate Resilient Green Economy (CRGE). UNDP’s strategic approach has also prioritized helping Ethiopia to set up key national institutions such as the Ethiopian Commodities Exchange (ECX), the Agricultural Transformation Agency (ATA), the Ethiopian Tourism Organization (ETO) and the Entrepreneurship Development Centre (EDC).

UNDP Ethiopia Programme Priorities are:

• Accelerating Economic Growth and Poverty Reduction

• Climate Change and Resilience Building

• Strengthening Democratic Governance and Capacity Development The UNDP Ethiopia Country Programme is informed by UNDP Strategic Plan (2018-2021) and is closely aligned to the national development priorities specified in the Second Growth and Transformation Plan (GTP II 2016-2020) of the country to address interlinked issues of poverty, inequality and exclusion towards achieving sustainable inclusive human development

Task description

Within the delegated authority and under the supervision of Procurement Specialist or his/her designated mandated representative(s), the UNV Procurement Assistant will:

1. Provides support in the implementation of operational strategies focusing 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.

• Performs other duties as may be required.

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

• Provision of inputs to preparation of services procurement plans for the office, RSCA, Projects and Other UN agencies.

• Support to organization of procurement processes, in line with the Policy and Procedures of UNDP/ UN procurement

• Update the procurement status on internal Monitoring Tool to help the unit and requesting unit to proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.

• Support on submissions to the Contract, Asset and Procurement Committee (CAP), RACP and Advisory Committee on Procurement (ACP).

• Makes the travel arrangements: bookings/TA’s/Purchase of tickets ( whenever necessary)

• 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.

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

• Create contract on the new ERP System (Quantum) , and follow up the contract management with in the contract management module for each procurement case.

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

• Support setting up new vendor profile, modifications of existing Vendors and other related vendor tasks on the new ERP system.

• Support on asset counts as per corporate requirement

• Backstops the procurement team in case of absence.

• Performs other duties as may be required

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

• Support on the development and management of the rosters of suppliers, LTA, etc

• Closely work with other procurement colleagues on preparation of Expression of Interest on selected category of procurement and work on its implementations.

• Participate on supplier selection and evaluation, and document performance record of suppliers;

• Support on the implementation of the e-procurement system

4. Supports knowledge building and knowledge sharing in 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.

• Performs other duties as may be required.