Overview
The Procurement and Admin Associate is responsible for ensuring the efficient acquisition of goods, services, and works to enable timely programme delivery and value for money in accordance with United Nations Development Programme regulations and policies.
Key Responsibilities
- Ensure full compliance of procurement activities with UN/UNDP rules, policies, and internal controls.
- Map CO procurement processes, develop and update SOPs, and oversee Procurement Unit workflows.
- Develop and implement cost-saving strategies.
- Provide analytical inputs for contract and strategic procurement.
- Plan and monitor procurement activities and manage end-to-end processes.
- Administer ERP procurement functions, reporting, and internal controls.
- Review project procurements, support CAP/RACP/ACP submissions.
- Handle cost-recovery billing and coordinate joint procurement initiatives.
- Develop and update 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.
- Preparation of inventory reports.
- Implementation of Inventory and physical verification control in the CO and projects.
- Travel and logistics, including ticketing, DSA calculations, POs, shipments, vehicle maintenance, and conference arrangements.
- Conducting surveys for DSA rates, travel agents, hotels, vehicles, and venues.
- Liaising with government authorities on administrative processes.
- Managing shipments and customs clearance.
- Processing visas, ID cards, and related official documentation.
- Organization of trainings for the operations/ projects staff on Procurement matters.
- Synthesis of lessons learnt and best practices in Procurement.
- Supervisory responsibilities for the Administrative Assistant and Procurement Associate.
Required Experience
- Minimum 7 years (with Secondary Education) or 4 years (with bachelor’s degree) of progressively responsible procurement and administrative experience is required at the national or international level.
- Demonstrated whole-of-life procurement experience in public and/or public institutions is an asset.
- Experience in the use of office software packages (MS Word, Excel, etc) required.
- Experience in ERP systems would be an asset.
- Experience in assets management is an asset.
- Experience In e-procurement is an asset.
- Experience in managing official travel and logistical arrangements will be an asset.
Qualifications
- Secondary education is required.
- A university degree in Procurement Management, 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.
