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Procurement Assistant (Only For Nepalese Nationals)

Location : Kathmandu, NEPAL
Application Deadline :21-Mar-11
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :English  
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :One year, renewable


This post is open only for Nepalese nationals.
With a view to provide a dedicated procurement services to the Direct Execution (DEX) and National Execution (NEX) projects of UNDP, a Project Implementation Support Unit (PISU) has been established with an International Head.  Under the overall guidance of the PISU Head and direct supervision of the Procurement Analyst, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes in UNDP projects.  She/he promotes a client-focused, quality and results-oriented approach in the Unit, while ensuring consistent compliance and adherence to UNDP rules, policies and procedures.
S/he works in close collaboration with Operations, and Programme in the CO; UNDP Projects; and liaises with the UNDP RCB and HQ’s for resolving complex procurement-related issues and for information exchange.

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational and procurement strategies
  • Organization of procurement processes
  • Implementation of effective sourcing strategy and contract administration
  • Accurate and effective implementation of cost recovery
  • Facilitation of knowledge building and knowledge sharing
Implementation of operational and procurement strategies, focusing on the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies   CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit
  • Provide assistance in the organization of admin processes for a wide range of goods and services
  • Implementation of effective internal control
Organization of procurement processes for the NIM (NEX) and DEX projects in a manner that is fair, transparent and beyond reproach, while focusing on the achievement of the following results:
  • Provide assistance in the preparation of the Projects procurement plan
  • Provide assistance in the organization of procurement processes for a wide range of goods and services, from simple to complex ones, including preparation  and conduct of RFQ’s, RFP’s, ITB’s, SSA’s, receipt of quotations/bids/proposals, their evaluation and negotiation of certain conditions of the contracts in full compliance with UNDP rules and regulations, and documenting them in a manner that passes audit standards
  • Provide assistance in the preparation of PO’s and contracts in and outside of Atlas; preparation of recurring PO’s for contracting of services; and creation of vendor information in Atlas
  • Taking timely corrective actions in Atlas (e.g. matching exceptions, budget errors, closing PO’s, vendor inactivation, etc.) aimed at ensuring outstanding data quality and generating a wide range of management and procurement-related reports from Atlas as and when necessary or requested to
  • Provide assistance in the preparation of reports and submission/presentation to the CAP and ACP, and responding to the issues/questions raised by these bodies aimed at obtaining approval of contract, as and when the contract amount so requires
  • Monitors status and expiration of technical and financial bids, bid securities, performance securities, and ensures that all financial instruments and documents of bidders and contracts in possession of UNDP are valid and enforceable, as and when liquidation becomes necessary
Implementation of effective sourcing strategy and contracts administration focusing on the following results:
  • Provide assistance in the development of updated roster or database of suppliers and consultants in the implementation of supplier selection and evaluation
  • Access to, and thorough knowledge in optimal use of existing UN procurement database, including, but not limited to  the UNGM, among others
  • Proactive monitoring and management of contracts that are approaching expiration, completing documentary requirements for extension, obtaining approvals and undertaking timely actions, as necessary
Accurate and effective implementation of cost recovery from all services rendered, both in and outside of Atlas, on a quarterly basis, including:
  • Provide assistance in the creation cost recovery bills in Atlas using the latest updated UPL and other methodologies as may be appropriate and agreed with clients
  • Appropriately informing clients of the cost recovery charges being made
Facilitation of knowledge building and knowledge sharing in the CO focusing on the achievement of the following results:
  • Active and sound contributions to the knowledge networks and communities of practice, particularly in procurement 


Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
  • Shares knowledge and experience, and encourage office staff to share knowledge and contribute to UNDP Practice Areas
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly-acquired skills
  • Participates effectively in a team-based environment, collaborating and cooperating with colleagues, clients, partners and constituents within and outside of the organization
  • Assimilates and analyzes new learning from experiences and lessons learned, seeks new knowledge, information, insights and best practices from within and outside the organization
Development and Operational Effectiveness
  • Ability to perform a variety of specialized activities related to contract, procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting
  • Sound knowledge of financial rules and regulations
  • Ability to provide inputs to business processes re-engineering, implementation of new system
  • Sets clear performance goals and standards, and responsibly adheres to them in executing functions, while utilizing all available and accessible IT resources as a tool in achieving results
  • Focuses on results for the client
  • Demonstrates effective written and oral communication skills
Leadership and Self-Management
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good-humored even under pressure
  • Demonstrates openness to change
  • Responds positively to feedback and differing points of view
  • Generates creative, practical ideas and approaches to deal with challenging situations
  • Relates to, and deals with, colleagues, partners and clients comfortably with confidence and respect
UNDP Procurement Certification programme

Required Skills and Experience

  • Intermediate level, preferably Bachelor’s degree in Business, Public Administration, Economics, Social Sciences, or related field
  • Minimum of 5 years experience in procurement and logistics management
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
  • Team player, and has the ability to work under pressure
  • Good negotiation and communications skills
  • Experience in programme management is an advantage
  • Knowledge of Atlas is an advantage
Language Requirements:
  • Fluency in written and spoken English and Nepalese
UNDP 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.

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