Vacancy Announcement
Post title: Procurement Assistant
Project Title: Strengthening Early Recovery for Comprehensive & Sustainable Reintegration of IDPs (SERC)
Duty Station: Dili,
Duration: 6 months (with possible extension)
Expected Start date: November 2009
Type of Contract: Service Contract
Level: SB-3
Organizational Unit: UNDP, Crisis Prevention and Recovery Unit
Entry Salary: US$ 8,496 Gross/Annum
Entitlement/Benefits: Please obtain from Human Resources Unit
GENERAL DESCRIPTION OF JOB:
In support of IDPs return and within the framework of the Trust Building pillar of the National Recovery Strategy (NRS), the Ministry of Social Solidarity and UNDP are co-implementing SERC project (Strengthening Early Recovery for Comprehensive and sustainable reintegration of IDPs) focusing on community infrastructure rehabilitation targeting IDP affected communities in Dili and outlying districts.
Under the guidance and supervision of the Procurement Specialist, the Procurement Assistant provides procurement services for the SERC project in the Ministry of Social Solidarity (MSS) ensuring their effectiveness, transparency and integrity. The Procurement Assistant promotes a client-focused, quality and results- oriented approach in the project.
The Procurement Assistant works in close collaboration with the operations programme and project staff in the Country Office to exchange information and ensure consistent service delivery.
The Procurement Assistant will work at the Ministry of Social Solidarity under the Finance and Administration Unit.
DUTIES AND RESPONSIBILITIES:
· Ensures implementation of operational strategies focusing on achievement of the following results:
- Full compliance of procurement activities with UN/UNDP-MSS rules, regulations, policies and strategies.
- Provision of inputs to the Country Office 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 preparation of procurement processes for SERC project focusing on achievement of the following results:
- Provision of inputs to preparation of procurement plans for the project.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals and their preliminary evaluation.
- Preparation of Purchase orders and contracts, preparation of Recurring Purchase orders for contracting of services and maintenance of the filing system in the procurement Unit.
- Co-ordinate closely with UNDP country office at all stages of the procurement process.
· Contributes to implementation of sourcing strategy focusing on achievement of the following result:
- Update of the rosters of suppliers.
· Ensures proper control of SERC project Assets focusing on achievement of the following result:
- Preparation of inventory reports.
- Implementation of Inventory and physical verification check-up in the project.
· Ensures provision of logistical services focusing on achievement of the following results:
- Arrangement of shipments in close collaboration with the Procurement unit in the Country Office
- Vehicle maintenance organization
· 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.
- Participation in capacity development in procurement issues to national counterparts.
· Uses ATLAS project management system as required to achieve the above results
· Any other job related tasks required by the supervisor
COMPETENCIES
Corporate Competencies:
q Demonstrates commitment to UNDP’s mission, vision and values
q Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
q Shares knowledge and experience
q Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
q Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets
q Good knowledge of financial rules and regulations
q Strong IT skills
q Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
q Focuses on result for the client and responds positively to feedback
q Consistently approaches work with energy and a positive, constructive attitude
q Remains calm, in control and good humored even under pressure
QUALIFICATION AND PROFESSIONAL EXPERIENCE:
· Minimum Secondary Education. Specialized training in procurement desirable.
· Minimum 3 years of relevant administrative experience is required
· Experience in the usage of computers and office software packages (including good working knowledge of spreadsheets) and knowledge of automated procurement systems, experience in handling of web based management systems.
· Written and oral proficiency in English and Tetun
OTHER DESIRED QUALIFICATIONS:
· University Degree in Business or Public Administration
· Work experience with UN agencies
· Knowledge of Portuguese is an asset
Please submit your applications with curriculum vitae, and relevant supporting documents to the following address:
Human Resources Unit
UNDP Dili,
UN House,
Contact: personnel.tp@undp.org
The deadline for submitting applications is 2nd October 2009
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
Posts
