Procurement and Operations Assistant

Background

UNDP in Cyprus provides a diverse package of programmatic services to a range of partners which contribute to building a conducive environment for the peace process. In collaboration with the European Union and other partners, UNDP has earned a reputation as an independent, trusted and experienced partner in the area of peacebuilding, working with Greek Cypriots and Turkish Cypriots on confidence-building measures, encouraging dialogue and cooperation, and supporting the development of environmental, economic and social infrastructure of the island. In particular, the implementation of the confidence-building measures contributes to the building of trust between the two communities while demonstrating to the public at large that the two communities can work together on critical issues that are of importance to all inhabitants of Cyprus.

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

Under the guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Procurement and Operations Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement and Operations Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement and Operations Assistant works in close collaboration with the operations, programme and projects staff in the office and UNDP regional bureau and hub staff to exchange information and ensure consistent service delivery, following the highest standards in line with UNDP guidelines and procedures.

Duties and Responsibilities

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.

1. Support to procurement processes focusing on achievement of the following results:

• Conduct procurement process and ensure that purchase orders are issued based on the guidelines of UNDP procurement rules and regulations.
• Support to organization of procurement processes including preparation of RFQ, ITB, RFP, IC and local shopping / micro-canvasses.
• Support bid opening and participation to evaluation panels as secretary;
• Perform Buyer role in Quantum, prepare/close Purchase Orders (POs) and contracts in and outside Quantum;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
• Provision of inputs to preparation of procurement plans for the office.
• Assistance to team in tracking service records into corporate system;
• Assisting procurement processes in the unit including updating case tracking;
• Conducting market research upon need;
• Coordination on supplier approval in follow-up with suppliers for required documents and GSSC for approval.
• Communication with suppliers about the status of respective procurement activity.
• Manage other day-to-day correspondence with both internal UNDP units and external partners as required.
• Support record keeping of Procurement Database and electronic copies as relevant;
• Support for common/shared office service contracts and long term agreements including cleaning, security monitoring, internet connectivity, lease, insurances, etc..
• Other procurement/administrative support as required by the supervisor.

2. Support provision of operational services focusing on achievement of the following results:

• Preparation of cost-recovery bills for the personal phone use and liberty mileage.
• Supporting Operations Manager for ensuring security of the office: 3. Support organization of logistical services focusing on achievement of the following results: 4. Support management of office assets and inventories focusing on achievement of the following result: 5. Support knowledge building and knowledge sharing in the office focusing on achievement of the following results: The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Competencies Core competencies Achieve Results:
  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
  Think Innovatively:
  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
  Learn Continuously:
  LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
  Adapt with Agility:
  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
  Act with Determination:
  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
  Engage and Partner:
  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
  Enable Diversity and Inclusion:
  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical competencies Thematic Area
  Name
  Definition
  Procurement
  Procurement Management
  The ability to acquire goods, services or works from an outside external source
  Business Management
  Customer Satisfaction/ Client Management
  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
  Business Management
  Digital Awareness and Literacy Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends. Business Management
  Communication Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. ‡Ability to manage communications internally and externally, through media, social media and other appropriate channels Required Skills and Experience Education: Experience: Required Skills: Desired Skills: Required Languages: Other: Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Right to select multiple candidates UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
  • Assisting with monitoring of office environment security and supervision of security company.
  • Support management in implementing security related actions.
  • Warden tree maintenance, distribution and deputy warden role, if appointed.
  • Preparation of minutes of warden meetings and drills/exercises.
  • Preparation of incident reports In contact with UN Field Security Officer when needed.
  • Monitoring of Fire extinguisher maintenance.
  • Organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with the COs on delivery tracking, making warehouse arrangements at destinations, where required, etc.
  • Support to inventory and asset management including receipt, maintenance and disposal.
    • Implementation of inventory and physical verification check-up in the office and projects.
    • Other duties as required.
  • Participation in the trainings for the operations/ projects personnel on Procurement.
  • Sound contributions to knowledge networks and communities of practice.
  • Secondary Education is required. OR
  • University Degree in Business, Public Administration, Social Sciences or a relevant fields would be desirable, but it is not a requirement.
  • CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
  • Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant procurement or administrative experience is required at the national or international level.
  • Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web- based management systems such as ERP.
  • Experience and knowladge of automated procurement systems is an asset.
  • Experience in handling of web-based management systems would be an asset.
  • Experience and knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations is an asset.
  • Fluency in English is required.
  • Fluency in Greek and/or Turkish is required.
  • Nationals or others legally authorized to work in Cyprus are eligible. (country of citizenship or place of permanent residence)
  • Valid driving license.