Procurement Assistant-npsa 5

2 weeks ago

Manama, Bahrain United Nations Development Programme (UNDP) Full time

**Job Identification**
- 17639

**Locations**
- Manama, Bahrain**Posting Date**
- 04/18/2024, 06:33 AM
- 05/02/2024, 10:59 PM

**Job Schedule**
- Full time

**Agency**
- UNDP

**Grade**
- NPSA-5

**Vacancy Type**
- National Personnel Service Agreement

**Practice Area**
- Management

**Bureau**
- Regional Bureau for Arab States

**Contract Duration**
- 1 Year with Possibility for extension

**Education & Work Experience**
- Bachelor's Degree - 2 year(s) experience OR High School certificate
- 5 year(s) experience

**Required Languages**
- English and Arabic

**Vacancy Timeline**
- 2 Weeks

**Background**

**Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and **inspiring stories.**

**Duties and Responsibilities**

Under the guidance and supervision of the Resident Representative, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Assistant promotes a client-focused, quality and results
- oriented approach in the Unit.

The Procurement Assistant can supervise clerical and support staff of the Procurement Unit. The Procurement Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex Procurement related issues and information exchange.

**Summary of Key Functions**:

- Implementation of operational strategies
- Supports in Organizing of procurement processes
- Supports in Implementing of sourcing strategy
- Provision of logístical services
- Supports in facilitation of knowledge building and knowledge sharing

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

- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
- CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

**2. Supports in organizing procurement processes for CO and projects and at the request of other Agencies focusing on achievement of the following results**:

- Preparation of procurement plans for the office and projects and their implementation monitoring.
- Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum. Buyers profile in Quantum.
- Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- 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.
- Presentation of reports on procurement in the CO.
- Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
- Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

**3. Supports in implementing of sourcing strategy focusing on achievement of the following result**:

- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
- Request suppliers/vendors to register online with complete information.
- Implement supplier selection and evaluation.
- Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
- Assist in the development of Long-Term Agreements/Frameworks Agreements for more efficient category management.
- Manage and implement e-procurement system in CO.

**4. Ensures organization of logístical services focusing on achievement of the following results**:

- Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
- Timely conducted DSA, Travel Agencies, hotel and conference facilities surveys.

**5. Supports facilitation of knowledge building and knowledge sharing in the CO focusing on achievem

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