II. Organizational Context

Under the guidance and supervision of the ARR (O) and direct supervisor, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

III. Functions / Key Results Expected

 Summary of Key Functions:

• Implementation of operational strategies

• Support to procurement processes

• Implementation of sourcing strategy

• Control of CO Assets

• Provision of logistical services

• Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the CO 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.

 2.  Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

• Provision of inputs to preparation of procurement plants for the office;

• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;

• Preparation of Purchase Orders and contracts in and outside Atlas, preparation of Recurring Purchase Orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement unit.  Buyers profile in Atlas;

• 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;

• Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

3.  Contributes to implementation of sourcing       strategy focusing on achievement of the following result:

• Update of the rosters of suppliers.

 4.   Ensures proper control of CO Assets focusing on achievement of the following result:

• Preparation of inventory reports.

• Implementation of Inventory and physical verification check-up in the CO and projects.

• Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements;
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

• Participation in the trainings for the operations/projects staff on procurement;
• Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the execution of the CO procurement services management in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.