Kabul, Kabul UNDP/AFG/LTA
Procurement Associate assists the role of the PSM Officer to ensure the provision of effective and efficient procurement activities.
Procurement Associate provides procurement services as per the approved annual procurement action plans, in line with grant agreements and UNDP corporate regulations for procurement and ethic behavior, striving for competitiveness, transparence, efficiency, quality and value for money.
Summary of Key Functions:
Implementation of operational strategies
Organization of procurement processes
Implementation of sourcing strategy
Facilitation of knowledge building and knowledge sharing
Ensures implementation of operational strategies focusing on achievement of the following results:
Provides support to PSM Officer to ensure adequate integration of procurement in grant/programme design, planning and implementation of procurement actions.
Provides inputs and considerations for the procurement action plans and reviews including realistic timelines of each procurement step based on the best available knowledge.
Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services.
Implementation of monitoring and evaluation activities throughout supply chain according to the approved plan.
Provides procurement support for the Programmes’ travels, trainings and conferences, including purchase of air tickets, requisition preparation, arrangement of shipments, vehicle maintenance and conference facilities arrangements.
Organizes procurement processes focusing on the following results:
Organizes work of national counterparts and experts to develop clear and generic specifications and/or terms of reference.
Implementation of proper procurement processes including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment in full compliance with UNDP rules and regulations.
Drafting submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Performing functions in Atlas according to the assigned Atlas profile.
Liaises with the suppliers after contract award to draft and agree proposed contracts/purchase orders; coordinates with Logistics and Supply Chain Associate for handover of the concluded procurement cases for further planning of receipt and distribution.
Provides weekly monitoring updates to feed the tracking sheets maintained by PSM Officer.
Accurate and timely PQR reporting.
Ensures implementation of sourcing strategy focusing on the achievement of the following results:
Implementation of strategic procurement for GF Programmes including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management; adhering to the UNDP Global Fund Partnership procurement architecture.
Developing and updating local rosters.
Ensures that PSO recommendations and updates, including ones on commercial LTA holders, LTA scopes and prices, are considered.
Monitoring, evaluation and reporting procurement partners’ performance to UNDP CO and UNDP Global Fund Partnership as per established procedure.
Handling claims and warranties.
Facilitation of knowledge building and knowledge sharing with particular focus on the following results:
Participation in procurement trainings.
Participation in the development and implementation of capacity development exercises in the area of procurement.
Ensures knowledge sharing among the staff and initiating relevant trainings.
Maintaining electronic and hardcopy files and records to ensure proper accountability.
Perform other relevant procurement duties as required by PSM Officer.
Impact of Results:
The key results have an impact on the efficiency of the Global Fund Programmes in Afghanistan in terms of procurement management, risk management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services and overall timely delivery of UNDP programmes and projects.
Demonstrates integrity by modeling the UN values and ethical standards
Promotes the vision, mission, and strategic goals of UNDP
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Demonstrates capacity to plan and organize ones work effectively, including support to design, planning and implementation of projects, management of data and reporting.
Strong analytical skills and strategic thinking, including a sound understanding of the framework of UNDP’s cooperation with the Global Fund.
Focuses on impact and results for the client and responds positively to feedback.
Consistently approaches work with energy and a positive, constructive attitude.
Demonstrates resourcefulness, initiative and ability to meet tight deadlines.
Builds strong relationships with internal and external clients, including the Global Fund and the UN family of agencies.
Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems.
Ability to perform a variety of specialized activities related to contract and procurement management.
Ability to provide input to business processes re-engineering.
Remains calm, in control and good humoured even under pressure.
Demonstrates openness to change.
Actively works towards continuing personal learning and development.
Promotes a knowledge sharing and learning culture in the office.