Procurement and Operations Associate ( Open to internal and external applicants)

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

While climate change is observed across Nepal, the rate of temperature increase is more pronounced at higher altitudes. This temperature rise accelerates the rate of glacial retreat, increasing the size of glacial lakes located in these high-altitude areas and, in turn, their likelihood of breaching in the form of Glacial Lake Outburst Floods (GLOF) which cause severe flooding, landslides and mudflows that damage infrastructure and private assets, and disrupt transportation networks, agricultural production, power supplies from hydropower plants and tourism activities. Damages from GLOFs are often irreparable for decades, with considerable economic costs, particularly to downstream populations. The risk of GLOFs is further exacerbated by increasing temperatures which increase the rate of snow and ice melt and the proportion of precipitation falling as rain, which increases the volume of the lakes, thereby reducing the amount of ‘freeboard’, which increases the likelihood of overflow and the intensity of resulting floods.

The Thulagi, Lower Barun, Lumding Tsho and Hongu 2 Lakes are at exceptionally high risk of breaching having already exhibited considerable increases in volume, accelerated degradation of their ice-cored moraines, and a reduced amount of ‘freeboard’ as a result of climate change. Combined, these factors have destabilized the lakes, exposing the Gandaki Basin and the Dudhkoshi and Arun Sub-basins to the threat of a GLOF event. Without intervention, these glacial lakes could breach at any given moment, adversely impacting vulnerable Nepalese communities.

In response to this risk, USD36 millions of GCF funds, alongside USD14 million in cofinance, will be directed to reduce the risk and impacts of GLOFs at the four priority glacial lakes by shifting towards a proactive approach to GLOF risk reduction in Nepal. The proposed project presents an integrated approach to GLOF risk management in Nepal by addressing institutional and technical capacities, physical protection (both grey and green infrastructure approaches), hazard monitoring and early warning. This integrated approach will utilise GCF funds to: i) lower the water levels of four glacial lakes to reduce their risk of breaching; ii) implement Eco-Disaster Risk Reduction interventions in mountain ecosystems to mitigate the residual flood impacts from a GLOF; iii) establish and implement early warning systems to alleviate damages and prevent the loss of lives from GLOFs; and iv) strengthen the technical and institutional capacity of Nepal’s Department of Hydrology and Meteorology to plan for and respond to GLOFs and floods. These interventions will catalyse a shift from a need- and project-based approach towards proactive and pre-emptive approaches, engendered through strengthened capacity among institutions and communities.

The project will be implemented following UNDP’s support to National Implementation Modality (NIM), with Department of Hydrology and Meteorology (DHM) under Ministry of Energy, Water Resources and Irrigation (MoEWRI) of Nepal serving as the Implementing Partner. Under this modality, UNDP is supporting DHM in recruiting key positions for the establishment of a Project Management Unit, which will be based in Kathmandu, Nepal. Members of the PMU will collectively be responsible for overall planning and budgeting, collaborating with other ministries, sectors and government entities to implement the project performance management system; bidding for the provision of project consultancy services; coordination with the responsible parties in terms of bidding of goods and services; disbursement and implementation of project audits, operation of accounts, monitoring and preparation of overall project reports (annual), and safeguards policy monitoring reports.

Duties and Responsibilities

The Procurement and Operations Associate will play a key role in supporting the financial, procurement, and operational management of the Nepal GLOF Project. S/he will be responsible for ensuring effective planning, execution, and monitoring of procurement and logistics in compliance with UNDP and donor regulations, while providing comprehensive administrative and financial support to maintain transparency, accountability, and efficiency in project delivery. The Associate will also support budget monitoring, financial reporting, audits, and compliance processes, as well as contribute to knowledge management, capacity building, and stakeholder engagement. By ensuring the smooth functioning of project operations, procurement systems, and financial processes, the Associate will help strengthen the project’s ability to deliver results effectively, while promoting gender equality, social inclusion, and adherence to UNDP values.

The PMU will be headed by the Project Coordination Specialist (PCS). The Procurement and Operations Associate will report directly to the Administrative and Finance Analyst. The PMU will operate under the overall guidance of the National Project Director (NPD) — as assigned by MoEWRI.

Ensure effective procurement planning, execution, and logistics management to support project operations

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategies, including adherence to internal control systems and audit requirements.
• Prepare, monitor, and update procurement plans for both the project and office, ensuring alignment with approved budgets, work plans, and project timelines.
• Organize and manage procurement processes, including preparation and conduct of RFQs, ITBs, and RFPs; receive, evaluate, and document bids/proposals; and negotiate contractual terms and conditions in line with UNDP procurement rules.
• Prepare purchase orders and contracts in Quantum, including recurring purchase orders and ensuring accurate and timely supplier profile updates.
• Submit procurement cases to Contract, Asset, and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) and ensure timely corrective actions on purchase orders with budget or technical errors.
• Implement joint procurement processes with other UN agencies where applicable and prepare cost-recovery bills for services provided by UNDP.
• Maintain a systematic filing system, inventory records, and documentation of all procurement and logistical activities to support transparency, accountability, and audit readiness.
• Act as the focal point for procurement, supply and asset management of the project, ensuring all assets and office equipment are properly accounted for and maintained.
• Coordinate the timely preparation and submission of periodic inventory reports, including updates on office equipment, furniture, and project assets.
• Oversee the storage, handling, release, and transfer of title for all project assets, ensuring proper documentation and compliance with UNDP policies.
• Coordinate with suppliers, government authorities, and other stakeholders regarding importation, tax exemptions, inspections, warehouse testing, and regional deliveries of project equipment and supplies.
• Ensure the reliable provision and replenishment of office supplies to support smooth project operations.
• Prepare and maintain asset statements and supporting documents and oversee maintenance of records for incoming/outgoing goods, equipment, and delivery tracking.

Provide comprehensive financial and administrative support to ensure accountable project management

• Assist in the preparation and monitoring of Annual and Quarterly Work Plans (AWP/QWP), ensuring alignment with budgets, project goals, and operational requirements.
• Monitor budget expenditure, analyze Combined Delivery Reports (CDRs), and prepare quarterly financial reports, entering data accurately in Quantum.
• Provide support for drafting MoUs, contracts, and payment processing for implementing partners, service providers, and suppliers, ensuring compliance with UNDP financial procedures.
• Undertake routine administrative and finance procedures, such as travel processing, cash advance liquidation, payment of utilities, and raising requisitions, while maintaining accuracy and proper filing.
• Ensure proper maintenance of financial, procurement, and personnel records to support transparency and audit readiness.
• Coordinate travel arrangements for project staff, consultants, and partners, including preparation of travel requests, booking tickets, securing visas, and obtaining authorizations.
• Organize workshops, training sessions, meetings, and conferences, including venue booking, logistics planning, transportation arrangements, and preparation of supporting documents.
• Provide logistical support for Project Board and stakeholder meetings, ensuring proper documentation, minute-taking, and follow-up on action points.
• Support day-to-day operational management, including vehicle bookings, room reservations, security clearances, and maintenance of office equipment and facilities.
• Maintain an organized and reliable filing system for project-related correspondence, reports, and operational documents.

Strengthen capacity development, knowledge management, and strategic partnerships for enhanced project delivery

• Synthesize lessons learned and best practices in procurement, logistics, and finance to contribute to knowledge networks, digital platforms, and communities of practice.
• Provide guidance and training to implementing partners on procurement and supply chain.
• Support the drafting of internal and external correspondence related to procurement, partnerships, and resource mobilization activities.
• Facilitate and maintain strong working relationships with government authorities, private sector actors, UN agencies, donors, and civil society organizations to support effective project delivery.

Ensure compliance, monitoring, and reporting for accountability and risk mitigation

• Ensure that all procurement, finance, and administrative activities comply with UNDP policies, DIM/NIM guidelines, and donor requirements.
• Regularly monitor the progress of procurement requests, delivery of goods, and payment processes, ensuring timely completion and proper documentation.
• Assist in preparing progress updates, relevant monitoring dashboards, and status reports in Quantum to facilitate timely decision-making by supervisors and management.
• Support responses to audit queries, donor reviews, and government compliance checks, ensuring that required documentation and corrective actions are completed on time.
• Provide inputs to strengthen accountability, internal controls, risk management, and continuous improvement of administrative and financial processes.

Promotes gender equality and social inclusion (GESI) in project operations

• Ensure GESI considerations are systematically incorporated into procurement, budgeting, planning, and implementation of project activities.
• Fully comply with UNDP’s GESI policy and uphold zero-tolerance standards for sexual and gender-based violence in the workplace and in project operations.
• Promote and maintain a safe, inclusive, and respectful working environment through the adoption of inclusive practices and organizational culture initiatives.
• Collaborate with project team members, implementing partners, and sub-grantees to ensure safe, inclusive, and “Do No Harm”-compliant implementation of project activities at community levels.
• Support awareness-raising and training initiatives to strengthen GESI integration across all project functions.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

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

Administration & Operations

• Documents and records management - Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Assets management - Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP- AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Finance

• Budget management - Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Audit & Investigation - General

• Financial and Managerial Accounting and Finance key concepts - Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.

Business Management

• Communication - Ability to 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

2030 Agenda: People

• Gender - Gender Mainstreaming

2030 Agenda: Peace

• Governance - Inclusion and Participation

Required Skills and Experience

Education:

• Secondary education is required. OR
• A first-level university degree (bachelor’s degree) in Business administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
• CIPS level 3 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.

Experience:

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. At least 3 years in managing public sector procurement of goods and services would be an advantage.

Required skills

• Demonstrated experience providing operational, procurement, administration, logistics, or supply chain management in development or project settings.
• Strong analytical and problem-solving skills for identifying financial discrepancies, risks, and corrective measures.
• Proficiency in MS Office (particularly Excel, Word, PowerPoint) and financial reporting tools.
• High level of integrity, professionalism, and accountability.
• Ability to work under pressure and deliver within deadlines.
• Strong problem-solving skills and results-oriented mindset.
• Commitment to diversity, gender equality, and inclusion principles.

Desired skills

• Commitment to upholding transparency, accountability, integrity, and UNDP values
• Proven experience in vendor management, procurement processes, and contract administration.
• Ability to coordinate effectively with internal clients, vendors, and service providers.
• Demonstrated client-oriented approach and ability to work collaboratively in a multicultural environment.
• Strong ability to analyze quotations, evaluate bids, and prepare clear documentation.
• Excellent attention to detail and ability to maintain accurate and compliant procurement records.
• Strong planning and time-management skills, with the ability to prioritize multiple tasks.
• Strong understanding of procurement rules, regulations, and best practices.
• Experience in preparing RFQs, RFPs, bid analyses, purchase orders, and contract management.
• Familiarity with e-procurement systems (e.g., Quantum/Atlas/SAP).
• Strong administrative skills, including office management, travel arrangements, inventory management, and asset tracking.
• Excellent organizational skills with the ability to manage multiple tasks, deadlines, and priorities effectively.
• Experience supporting large-scale Procurement for multi-stakeholder programmes with multiple tiers of government.
• Experience building partnerships with government, CSOs, and international development partners.

Required Language

• Good command of English and Nepali is required.
• Knowledge of any other national language will be an asset.
• Proficiency in using computer applications such as word, excel etc.

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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