Background ย
The UNDP Trinidad and Tobago Country Officeย is a Multi-Country office (MCO) which manages programmes in Curaรงao, Aruba, Sint Maarten and Trinidad and Tobago. All programmes are aimed at the attainment of the respective territoryโs sustainable development goals. In order to realize their respective objectives, many of the projects managed by the MCO have significant amounts of procurement for goods, services and civil works which must be executed efficiently and in accordance with UNDPโs procurement ย rules and regulations. As part of the Operations Unit the procurement team provides effective support to the Programme Unit and ย resident and nonresident UN Agencies ย towards the achievement of the overall targets set by the country office.
ย Duties and ResponsibilitiesUnder the guidance and supervision of the Operations Manager, the Procurement Associate ensures effective delivery of procurement and related administrative and logistical services. He/she analyzes and interprets the procurement rules and regulations and provides solutions to complex issues related to procurement. The Procurement Associate promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Associate works in close collaboration with the Procurement Officer ย at the MCO and Procurement Units at the ย regional andย headquarters levels. Further, through engagement with the larger Operations, Programme and Project personnel at the MCO, as well as relevant local authorities, he/she is expected to deliver procurement services for designated donor funded projects implement by the Trinidad and Tobago MCO. The Procurement Associate also provides procurement support to other UN Agencies on a cost recovery basis.
1. Supports management of procurement processes for specified donor funded projects focusing on the achievement of the following results:
Collation, analysis and daily monitoring of information received from the Programme team for preparation of overall procurement plans and schedules for the Procurement Unit. Ensure efficient preparation of allย POs and approval of same and timely dispatch Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems. Implementation of proper monitoring and control of local procurement processes including organization of local 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. Draft and analysis all technical inputs required for the preparation and finalization of solicitation documentsย Advise Programme and Project teams on the most appropriate procurement processes to be utilized in keeping with UNDPโs rules and regulations to ensure the efficient and effective award of contract, Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) when relevant for local procurement. Development and management of rosters of suppliers for all territories covered by the MCO for goods deemed as critical by the management of the MCO Preparation of weekly procurement reports detailing the status of all procurement goods and related services deemed as critical Utilizes all corporate procurement tools and dashboards to ensure the effective implementation of procurement services Provide any other forms of procurement support which may be deemed necessary to support the needs of the territories which the MCO serves. Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management;ย
2. Coordinates and manages logistical support for procurement related activities, focusing on the achievement of the following results:
Liaises with the relevant corporate procurement units locally, regionally and internationally to ensure timely receipt of all procurement related documentation needed to receipt the delivery of goods locally Engages local authorities including the beneficiary Ministry, Ministry of Foreign Affairs and UNDPโs Customs Brokers to efficient process the receipt of goods locally Ensures timely approval and signature of all documents required for clearance of goods Builds on the workflow processes already in place for the clearance of goods to ensure increased efficiency and updated documentation of the process Communicates with relevant entities to ensure appropriate warehousing facilities are in place to accommodate and type and quantity of goods being received Ensures that the stakeholders at the designated points to delivery for the goods have been informed in advance and have put in place all the necessary elements to receive the goods on a time basis.ย
3. Provides strategic inputs to project documents and other programming documents
Assist in the finalization of project documents which are primarily focused on the procurement of goods and/or services Prepare timely inputs for donor reports on the status of procurement Advise on best procurement strategies to be utilized in the achievement of project goalsย
4. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:ย
โข ย ย ย Human rights and gender equality are prioritized as an ethical principle within all actions;
โข ย ย Activities are designed and implemented in accordance with โSocial and Environmental ย Standards of UNDPโ;
โข ย ย ย Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
โข ย ย ย Differentiated needs of women and men are considered;
โข ย ย ย 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;
โข ย ย ย Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.ย
The Procurement Associate performs any other duties that will aid in the efficiency and effectiveness of the Procurement Unit in the MCO.
Institutional Arrangement
The Procurement Associate will report to the Operations Manager and works on a daily basis with the Procurement Officer.
ย Competencies ย Coreย ย Achieve Results ย ย ย ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively ย ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility ย ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย
Act with Determination ย ย ย ย ย ย ย ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion ย ย ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationย
ย Cross-Functional & Technical competenciesย ย ย ย ย ย ย ย ย Business Management: ย Communication โข ย ย ย Ability 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 audienceย ย ยโข ย ย ย Ability to manage communications internally and externally, through media, social media and other appropriate channelsย ย ย
ย Business Management:ย Operations Management ย ย ย ย โข ย ย ย ย 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 mannerย ย ย
โข ย ย ย ย Knowledge of relevant concepts and mechanismsย ย ย
ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย Business Management: ย Customer Satisfaction/Client Management ย โข ย ย ย 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' needsย ย ย
โข ย ย ย ย Provide inputs to the development of customer service strategyย ย ย
โข ย ย ย ย Look for ways to add value beyond clients' immediate requestsย ย ย
โข ย ย ย ย Ability to anticipate client's upcoming needs and concerns ย ย Procurement: Sourcing ย ย ย ย ย ย ย ย ย ย ย
โข ย ย Ability to find, evaluate and engage suppliers of goods and servicesย ย Procurement: Contract Managementย ย
โข ย ย Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations ย ย ย ย Procurement: Data Analysis ย ย ย ย ย
โข ย ย Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision makingย ย
ย ย Required Skills and Experience ย Education:
Secondary Education with Chartered Institute of Purchasing and Supply (CIPS) certification at level 2 or higher. A Bachelorโs degree or its equivalent in Business, Economics, Procurement or Management would be an asset.
Experience:6 years of practical work experience in at least 2 of the following areas: tender preparation and analysis, evaluation of bids, contracts management or 3 years of practical work experience in the above areas with a Bachelorโs degree.
Professional Certifications:
Chartered Institute of Purchasing and Supply (CIPS) certification at level 2 or higher
Language Requirements:
Fluency in oral and written English
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
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