Project Admin and Procurement Associate (NPSA7)

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.Decentralization, Human Rights & Local Governance is a multi-year, multi-tier, multi sector and multi-stakeholder project launched by UNDP Pakistan to strengthen participatory federalism and decentralization against the backdrop of 18th Constitutional Amendment (2010). The Project views the 18th Amendment through a governance, development and public policy lens and identifies strategic areas of intervention to transition management of democratic devolution at federal, provincial and local levels. At the policy level, the project focuses on supporting provincial governments in preparing inclusive policies; at the institutional level the project emphasizes on digitization of existing government systems and at the community level the project works towards social inclusion of vulnerable populations, especially women in coordination with provincial human rights, local government and social welfare departments. The project incorporates gender equity and gender equality as a cross-cutting theme, with specific focus on enhancing capacities and accountability on gender equal and disaggregated approach. This means developing and implementing specific measures to ensure the effective inclusion and voice of women, girls and persons with non-binary gender identities ? specifically from the most marginalized and disenfranchised groups. The core objective of the project is to assist institutional mechanisms to strengthen effective service delivery for peace and development and ultimately contribute to the Sustainable Development Goals.UNDP Pakistan?s vision is to: A) strengthen sub-national prevention and response to HIV/AIDS by improving health governance in Pakistan under GFATM 2021-23 programme; and B) to support Pakistan?s HIV/AIDS prevention and response through systemic mechanisms of addressing HIV, reduction in stigma and discrimination and creation of enabling legal, policy and regulatory environments for effective and equal HIV prevention, treatment, care and support services in order to meet the 90-90-90 targets for ending the AIDS epidemic by 2030.The project has four main components: (1) human rights; (2) social inclusion; (3) community stabilization; (4) support HIV/AIDS preventionDuties and ResponsibilitiesThe incumbent will report directly to the Project Operations Manager of the DHL project and indirectly to the Chief Technical Advisor of the DHL Project.Summary of Key functions:

• Assist in planning and implementation of operational strategies
• Support in organization of logistical services, including support to HIV/AIDS prevention programming
• Support procurement planning and ensure control of project budgets including HIV/AIDS related funds
• Support knowledge building and knowledge sharing

Assist in planning and implementation of operational strategies, focusing on achievement of the following results

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies and elaboration of the internal standard operating procedures (SOPs).
• Supervision of requisitions, purchase orders and payment requests in Quantum
• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on considerations and risk assess.

Support in organization of logistical services, focusing on achievement of the following results:

• Provide support to prepare and disseminate tender documents, prepare bids tabulation and ensure quality and quantity of goods before delivery
• Receive and vet invoices from the suppliers and initiate payment requests. Ensure that substantial support is provided to the project workshops and trainings and other related events with particular focus to stigma and discrimination component of the DHL project.
• Organization of trainings, synthesis of lessons learned/best practices and sound contributions to UNDP knowledge networks and communities of practice
• Prepare event budget, select and negotiate with vendors, maintain quality and economy.

Support Procurement planning and ensure control of the project budgets, focusing on achievement of the following results:

• Preparation of procurement plans in line with project operational budget.
• Routinely monitoring of procurement under online procurement planning (prompt)
• Procurement resources management through planning, guiding, controlling of the resources in accordance with UNDP rules and regulations.
• Preparation and monitoring of project annual/quarterly procurement plans
• Presentation of procurement information for audit. Coordination with individual contractors and firms on timely submission of deliverable.
• Keep track of procurement actions and align these with AWP procurement plan

Support knowledge building and knowledge sharing, focusing on achievement of the following results

• Organize training for the operations/projects staff.
• Sound contributions to knowledge networks and communities of practice.
• Attend National and International trainings/workshops on capacity building relevant to project objective at large.

Others:

• Assist in inventory management of both expendable and non-expendable project items.
• Undertake other activities reasonably requested by the consultants, UNDP and other stakeholders for the successful accomplishment of the immediate objectives.
• Perform any other relevant task(s) assigned

The incumbent of the position will uphold non-discriminatory behavior and ensure that:

• Human rights and gender equality is prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with ?Social and Environmental Standards of UN?.
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production.
• Differentiated needs of women and men are considered.
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.
• Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc.

CompetenciesCore Competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think 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 feedback
• Adapt 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, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:Finance

• Financial planning and budgeting: Ability to create and manage processes to achieve UNDPs long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting
• Financial communication and impact: Understand how to clearly communicate sometimes complex financial information to others using easy-to-understand media and language

Digital & Innovation

• Digital & Innovation: Ability to extract, analyze and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making

Procurement

• Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business Management

• Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers needs.
• Operations Management: Ability to effectively plan, organize, and oversee the Organization?s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms

Business Development

• Integration within the UN: Ability to identify, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations

Required Skills and ExperienceEducation:

• High School Education or bachelor?s degree in Business, Finance, Commerce or any other related field.

Experience:

• At least 7 years with High School education or 4 years of relevant experience with bachelors degree.
• Past experience of similar work
• Relevant minimum education and experience.
• Prior experience in Administrative/Logistics/Procurement domain.
• Knowledge/experience of dealing with procurements, ideally in similar projects? context.
• Work experience in an international organization or within the development sector context would be an asset.
• Experience in handling web-based management systems.
• Proficiency in MS Office applications
• Strong analytical skills and critical thinking skills, and
• Operations Management, Contract Management, Digital Awareness and Literacy, Client Management.

Language Requirement:

• Fluency in English and Urdu

NOTE: This position is open for Pakistan nationals onlyDisclaimerImportant 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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