Under its new Country Programme (2023-2027), UNDPโs work in Nepal focuses on developing the capacity of government agencies (federal, provincial, and municipal level), civil society and community groups to jointly pursue development activities to foster sustainable and inclusive economic transformation, enhance peopleโs participation and inclusion in governance in the context of federalism, and protect and promote biodiversity with nature based solutions, energy transitions,ย environmental sustainability and resilience to climate change and natural hazards. During the past programme cycle, Nepal has undergone profound changes on account not only of the transition from a unitary to federal system but also of the Covid Pandemic, which has impacted lives, livelihoods, health systems, and has at times slowed down or reversed hard gained development progress. At the same time, the overall trend of Nepalโs GNI has been one of growth, with graduation from LDC status planned for 2026.ย
Against this backdrop, the new Country Programme 2023-2027 is a strategic opportunity for UNDP Nepal to strategically reposition its contributions in support of the Sustainable Development Goals โ with a focus on integrated solutions and expand its collaboration with national and international development partners including the UN system. Delivering UNDPโs country programme, in line with the signature solutions and enablers identified in UNDPโs global Strategic Plan 2022-2025, the UN Sustainable Development Cooperation Framework and the Agenda 2030 will require the development of new partnerships.
Under the overall supervision of the Operations Manager and the direct guidance and supervision of the Head of Procurement Unit, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results - oriented approach in the Unit.
The Procurement Associate works in close collaboration with the operations, programme and projectsโ staff in the Country Office as well as UNDP HQs staff for resolving complex procurement-related issues and information exchange.
ย Scope of Workย
Ensures implementation of the operational strategies focusing on achievement of the following results: Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control. CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.2.ย Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agenciesย focusing on achievement of the following results:
Preparation of procurement plans for the office and projects and their implementation monitoring. Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.ย Preparation of Purchase orders and contracts in Quantum, preparation of Recurring Purchase orders for contracting of services, facilitate Suppliers profile creation and upgrading in Quantum. Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP). 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. Presentation of reports on procurement in the CO.ย Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies. Implementation of joint procurement processes for the UN Agencies in line with the UN reform.3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.ย Establish Long Terms Agreements, as appropriate.4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the operations/ projects staff on Procurement. Synthesis of lessons learnt and best practices in Procurement. Sound contributions to knowledge networks and communities of practice.5. Support commitment to GESI through Procurement Unit:
Ensure GESI considerations are made in the procurement processes as per UNDPโs Workforce diversity policy. Fully comply with UNDPโs GESI policy and zero tolerance for sexual and gender based violence;ย Create a safe working environment by developing respectful and safe organizational culture and supporting practices; Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Institutional Arrangement
The Procurement Associate will work under the direct guidance and supervision of the Head of Procurement Unit and the overall supervision of the Operations Manager.
Competencies
Core
Achieve Results:ย ย ยLEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively:ย ย ย
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously:ย ย ย
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility:ย ย ย
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination:ย ย ย
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: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 discrimination
Cross Functional & Technical competenciesย
Business Managementย ย ยRisk Managementย
โข ย ย Identify and organize action around mitigating and proactively managing risksย Business direction and strategy ย ย ย
Negotiation and Influence ย ย ย
โข ย ย Reach a common understanding /agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create โwin-winโ situations. Business direction and strategy ย ย ย
Effective Decision Makingย ย
โข ย ย Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.ย Procurementย ย ย
Supplier/relationship managementย ย ย
โข ย ย Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement ย ย
Procurement ย managementย ย ย ย
โข ย ย The ability to acquire goods, services or works from an outside external sourceย Procurement
Sourcing
โข ย ย Ability to find, evaluate and engage suppliers of goods and services ย 2030 Agenda: Peopleย ย ย
Genderย ย
โข ย ย Innovation for Gender Equality 2030 Agenda: Peaceย ย ย
Governanceย ย ย
โข ย ย Inclusion and Participation of Marginalised Groups
Required Skills and Experience
Minimum Education Requirement
Completion of Secondary education is required.ย A first-level university degree (bachelorโs degree) in Business or Public Administration or any other relevant areas will be given due consideration, but it is not a requirement. CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.Minimum years of relevant work experience ย ย ย
A minimum of 6 years (with secondary education ) or 3 years (with a bachelorโs degree) of relevant progressively responsible procurement or administrative experience is required at the national or international level.Required skills
Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint etc).Desired skills in addition to the competencies covered in the Competencies section
Procurement and/ or administrative support experience in the UN or other international organizations or development sector. Proven experience of supporting complex and high value procurements Knowledge of Contract Management. Experience of working in the development projects in the international organizations. Experience of handling web based management systems such as ERP Advance knowledge and experience of working with automated procurement systemsRequired Language(s)ย ย
Fluency in English and Nepali is required.Non-discrimination
UNDP is committed to achieve work force diversity and has a policy to have gender balance among staffs at all levels. Work experience and/or academic knowledge in relation to gender and social inclusion will be an added advantage. Qualified Women, Dalits, Janajatis, Madhesis, Persons with Disabilities, gender and sexual minorities and other minorities are specially encouraged to apply.
United Nations has a zero-tolerance against Sexual exploitation and Abuse (SEA) and Sexual Harassment (SH). Everyone is responsible for Preventing Sexual Exploitation and Abuse and Sexual Harassment (PSEA and SH), and all UN personnel must adhere to the standards of conduct that preserves PSEA principles (both during work hours and outside work hours). All selected candidates will, therefore, go through a safe hiring process.