Procurement 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

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization 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. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on results Management and compliance entrusted with the corporate alignment, programme finance management and quality assurance, and strategic communications team that provides knowledge management and communication support to all programme interventions.

Within the Pacific Office Multi-Country Office (MCO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Under the guidance and direct supervision by the Procurement Analyst, the Procurement Associate provides leadership in execution of the full range of CO Procurement services ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a collaborative, client-oriented approach and promotes the maintenance of high staff morale.

The Procurement Associate works in close collaboration with the Operations, Programme and project teams in the Country Office and UNDP Headquarters staff for resolving complex Procurement related issues and information delivery.

Duties and Responsibilities

The Procurement Associate will directly report to Procurement Analyst and will work with the other Procurement colleagues in the team.

Ensures administration and implementation of Procurement strategies and policies, adapts processes and procedures 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, proper functioning of a client-oriented procurement management system;
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management;
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction;
• Provision of information to management and personnel on corporate strategies, especially the People for 2030 strategy, rules and regulations, policies and procedures.

Manage procurement Processes for CO, NIM/DIM projects and at the request of other Agencies, focus on achievement of the following results:

• Preparation, updating and monitoring of procurement plans;
• Development of procurement strategy;
• Facilitation of procurement processes including preparation RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, facilitate evaluation, undertaking negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of Purchase orders and contracts;
• Review project procurements, support CAP/RACP/ACP submissions, and provide analytical inputs to strengthen quality and decision-making;
• 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 researched information on procurement in the CO;
• Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies;
• Organization of joint procurement processes for the UN Agencies.

Ensures implementation of sourcing strategy and e-procurement tools focusing on:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Successful implementation of UNDP corporate electronic tools for procurement function;
• Dissemination of best practices in the use of various electronic, digital and AI systems related to procurement to project/programme colleagues;
• Other tasks may be required to successfully deliver these objectives.

Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Quantum;
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on:

• Organization of trainings for the operations/ projects staff on Procurement, matters, including training and supporting colleagues on Quantum and other online applications;
• Synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

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

Technical competencies

Procurement

• Contract management - Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Financial analysis - Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
• Procure-to-Pay - Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situation
• Procurement management - The ability to acquire goods, services or works from an outside external source
• Supplier/relationship management - Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Stakeholder management - Ability to work with incomplete information and balance competing interests to create value for all stakeholders