Application closing date: 7 June 2019
II. Organisational Context
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
III. Purpose of the assignment
Under the guidance and supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Organization of procurement processes
- Control of Office Assets
- Logistical and General administration support
- Knowledge building and knowledge sharing
Implementation of operational strategies
- Support full compliance of procurement activities with UN/UN Women rules, regulations, policies and strategies; implementation of the effective internal control.
- Lead procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) and workflows in Procurement and Logistics in consultation with the direct supervisor and office management.
- Provide inputs to the preparation and implementation of administrative team results-oriented work plans.
Organization of procurement processes
- Review and close all the open purchase orders for that need to be closed in consultation with the supervisor and the RO operations team.
- Create/update a supplier data base for the UN Women South Africa MCO in consultation with the supervisor and the RO operations team.
- Prepare procurement plans for the office and projects and is responsible for their implementation monitoring.
- Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operation Manager.
- Implement corporate procurement management policies and strategies in support of the operations of the Regional Office.
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost effective manner.
- Organize procurement activities and processes, including preparation and conduct of RFQs, ITBs or RFPs, opening and evaluation of tenders, coordinate contract negotiations (as required), prepare request for award of contract for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules.
- Prepare Purchase orders and contracts in and outside Atlas including preparation of Recurring Purchase orders for contracting of services, and create vendor profiles in Atlas.
- Review of procurement processes conducted by projects; submissions to the Regional Acquisition Management Review Committee (RAMRC), and Acquisition Management Review Committee (AMRC).
- Ensure implementation of the internal control system, which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with errors (e.g. POs with budget errors, match exceptions, unapproved POs etc.), and provide timely information and response to relevant department to resolve the issues.
- In consultation with management, find ways of improving procurement in line with the organization’s policies
Control of Office Assets
- Prepare inventory reports.
- Manage the implementation of Inventory and physical verification control in the MCO and projects.
- Maintain records on assets management and preparation of required reports.
Logistical and General administration support
- Organize travel including purchase of tickets, DSA calculation, PO preparation.
- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
- Arrange shipments, vehicle maintenance, conference facilities contracting, etc.
- Review and prepare material for common system activities relating to common services and premises, procurement processes, etc. and represent UN Women in related inter-agency meetings and working groups in the absence of supervisor.
Knowledge building and knowledge sharing
- 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.
- Perform any other duties as may be assigned by the management of the MCO.
Impact of Results
The key results have an impact on the overall effectiveness of the procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UN Women programmes and projects.
Required Skills and Experience
Education and certification:
- Completion of secondary education is required;
- Specialized training in Procurement; or a bachelor’s degree (or equivalent) in Business Administration or related field is required
- Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;
- At least 7 years of progressively responsible experience in procurement, administration or related at the national or international level;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc);
- Experience in handling of web-based management systems, such as Atlas
Fluency in English is required. Working knowledge of another UN official language is an asset.