Assistant Procurement Officer

Job Description

BackgroundUNDP 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.The United Nations Office on Drugs and Crime (UNODC) Country Office for Pakistan (COPAK) is tasked with assisting Pakistan through its Country Programme (CP - 3) 2022-2025 with a focus on Illicit Trafficking and Border Management, Criminal Justice, Drug Demand Reduction and Counter Terrorism. In the context of implementation of the Country Program, UNODC COPAK procures a substantial amount of goods and services. To address the office?s need for operational support in the area of procurement, the office requires the services of an Assistant Procurement Officer. Assignment ObjectiveThe objective of the position is to conduct procurement under the Country Programme as part of the Procurement Unit, ensuring compliance with the UN regulatory frameworks for procurement and financial rules and regulations. The Assistant Procurement Officer will report to the Procurement officer.Duties and ResponsibilitiesThe Assistant Procurement Officer will undertake the following duties and responsibilities under supervision of the Procurement Officer:

• Support Procurement officer to ensure compliance of procurement activities with UN/UNODC rules, regulations, policies and strategies.
• Support Procurement Officer in timely and duly preparation of the procurement plans for the office and monitoring of its implementation.
• Monitoring and control of procurement processes including issuance of RFQ, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN rules and regulations.
• Conduct procurement cases from start to end under supervision of the procurement officer.
• Management of procurement contracts.
• Implementation of the internal control systems which ensures that purchasing data is safeguarded and records are retained as per policy.
• Development of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Close collaboration with other team members to ensure delivery of services and goods that meet requirements and responsiveness to changing circumstances.
• Timely identification of potential bottlenecks and issues. Preparation of document for submission of :
  • Prior Approvals
  • Import Tax exemptions
  • Sales tax Exemptions
  • Staff Vehicle registrations and De-registrations
  • Export Permissions of Personal Effect and HHG
• Follow-up and closure of exemption case with handover of certificates to respective entities.
• Follow up on delivery of goods and services and negotiate with vendors as appropriate.
• Creation of purchase orders (PO) and contracts and placement of order.
• Updating COPAK procurement record.

CompetenciesCore Competencies:CoreAchieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical competencies ReThematic Area Name DefinitionDigital & InnovationSystems thinking & transformationUnderstand that complex problems need a non-reductionistic, holistic approach.Ability to explore challenges from multiple perspectives by zooming in and out, with a focus on relationships and flows rather than individual elements; understand how certain dynamics and conditions are driving and influencing an issue.Ability to develop a collective understanding by a mapping systems and their dynamics (e.g. flows or resources, information; power relations); is able to handle ambiguity and can help others navigate it. Being able to identify intervention points to leverage change and system transformation by setting out a coherent collection of multiple interventions to probe the system for desirable effects. Understand that change is non-linear and unpredictable; being comfortable and able to work with emergence. Digital & Innovation Co-creation Ability to design and facilitate a process that enables a diverse group of stakeholders to solve a common problem, develop a practice, or create knowledge together.Ability to embrace diversity, work with a diverse group of stakeholders understand their interests, perspectives and views and tap into to them as a source for creativity. Ability to facilitate processes and create conditions that are open for diverse inputs, stimulate collaboration and sharing.Digital & Innovation Creative facilitation Ability to design workshops that considers and addresses multiple interests, agendas, worldviews; set out clear objectives and engaging activities; select appropriate tools, materials, resources that are needed to enable or support the activities. Ability to swiftly build rapport with participants and create a safe space (on- and offline) where they feel comfortable to share their views, concerns, experiences and reflections; supporting this with a range of tools to stimulate active participation. Ability to facilitate inclusive conversations, ability to work with a diverse set of people with different backgrounds, seniority and expert levels, using different approaches tailored to fit the people in the room, drawing out the perspectives and ideas of each individual and making decisions through deliberation and discussion across a group. Ability to pace a session, adjust to the abilities and energy levels of attendees and the nature or purpose of an exercise. Being flexible and able to improvise; adapting and changing approaches in response to the needs, while staying true to the intent and objectives of the session. Partnership management Relationship management Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding Business Management CommunicationAbility to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels Business ManagementMonitoringAbility to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and resultsRequired Skills and ExperienceEducation:

• Bachelor?s degree in financial management, Business Administration, Supply-Chain Management or other related degree
• Chartered Institute of Purchasing and Supply (CIPS) Level 3 Diploma is required, however, Chartered Institute of Purchasing and Supply (CIPS) Level 4 or above will be preferred.

Experience:

• A minimum of seven years of progressively responsible experience in project or programme implementation procurement, grant management, operations, business administration or tax compliance.
• Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar system and/or working with e-tendering/e-procurement systems such as UMOJA or similar system is required.
• Experience in conducting international tender exercises to award contracts for procurement of complex goods and services during the last five years is desirable.
• Familiarity with United Nations regulatory frameworks regarding procurement.
• Experience in handling inter-organizational relations and managing international suppliers.

Language:

• Excellent knowledge of spoken and written English, with good analytical and communication skills.

Other Skills and Requirements:

• Proficiency in the use of information technology (word processing, spreadsheets and data management) and
• A very good understanding of United Nations regulatory frameworks regarding procurement would be preferred.
• A good working knowledge of ERP/SAP based management system.

Planning and Implementation ArrangementsThe Assistant Procurement Officer will be based in the Country Office for Pakistan Islamabad and report to the Procurement Officer under the overall supervision of the Representative, Country Office Pakistan.Payment Schedule and RateThe Assistant Procurement Officer will be issued an SC contract in accordance with United Nations rules and procedures. Payment scale will be determined by UNDP recommended rates for service contract holders.DisclaimerImportant information for US Permanent Residents (Green Card holders)Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.Applicant information about UNDP rostersNote: 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.Scam warningThe United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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