Job Description

Agency: UNDP

Title: Procurement Assistant (Only for Cameroonians)

Job ID: 4578

Practice Area - Job Family: Management - PROCUREMENT

Vacancy End Date: 06/07/2016

Duty Station: Yaounde, Cameroon

Education & Work Experience: C-HS Graduate or Equivalent - 5 year(s) experience

Languages: English, French

Grade: G5

Vacancy Type: FTA Local

Posting Type: External

Bureau: Africa

Contract Duration: 1 Year with possibility for extension

Background

Under the guidance and supervision of the Procurement Associate, 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 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

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

• Provision 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.

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

• Update of the rosters of suppliers.

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 services focusing 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 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

Competencies

Functional Competencies:            

• Building Strategic Partnerships
• Promoting Organizational Learning and Knowledge Sharing
• Job Knowledge/Technical Expertise
• Promoting Organizational Change and Development
• Design and Implementation of Management Systems
• Client Orientation
• Promoting Accountability and Results-Based Management

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:

• Diploma of completion of Secondary Education in Administration, Marketing, Economy or related field is the minimum requirement (Baccalaureate, GCE-A, or equivalent)
• University degree in one of the specialized fields: International Trade, Marketing, Business, Logistics, Economy, Public Administration will be an advantage
• Specialized training or Certification in procurement will be an asset.

Experience:

• Minimum of 5 years of relevant working experience in Procurement, and/or Logistics, is required at the national or international level. 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.
• Knowledge of IFRS/IPSAS is desirable and will be an advantage
• At least 1 year of relevant working experience with UN System in Procurement or Logistics is strongly recommended

Language Requirements: Fluency in French and /or English.