Procurement Associate- 2 positions

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Sarajevo, Bosnia and Herzegovina
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Job Identification
16747

Locations
 Sarajevo, Bosnia and Herzegovina

Posting Date
03/04/2024, 10:59 AM

Apply Before
03/18/2024, 09:59 AM

Job Schedule
Full time

Agency
UNDP

Grade
NPSA-6

Vacancy Type
National Personnel Service Agreement

Practice Area
Effectiveness

Contract Duration
1 Year

Education & Work Experience

High School certificate

Other Criteria
CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained
within one year.

Required Languages
Fluency in English and Bosnian/Croatian/Serbian language.

Vacancy Timeline
2 Weeks

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 Job Description

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.

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.

The Energy and Environment Sector (EE) of the UNDP in Bosnia and Herzegovina implements
projects in the field of Climate Change Mitigation, Climate Change Adaptation, Disaster Risk
Reduction and Environmental Development geared towards decreasing economic, social and
territorial disparities and sustainable management of environmental and energy resources, and
green jobs creation through coordinated approach by national and subnational actors. All
interventions are realised in close collaboration with relevant government stakeholders, other UN
agencies, multi-lateral and bi-lateral donors, private sector and civil society.

Under the direct supervision of Sector Associate and matrix management and guidance of Head
of Procurement, the Procurement Associate provides procurement services to the projects within
the Sector, ensuring high quality and accuracy of work. The Procurement Associate promotes a
client-oriented approach, quality, and results-oriented approach consistent with the UNDP rules
and regulations. The Procurement Associate works in close collaboration and consultations with
the CO Procurement Team, and project personnel, to exchange information and ensure consistent
service delivery.

Duties and Responsibilities

1. Organize procurement processes for projects within Sector

 Assurance of full compliance of project procurement activities with UNDP rules, regulations, policies and strategies;
implementation of the effective internal control, proper design and functioning of a client-oriented procurement
management system.
 Provide support in the implementation of procurement processes using the UNDP ERP tools, including procurement
planning, procurement strategies, tendering, evaluation, assessment of the recommended suppliers, and managing
the contracts,
 Undertake relevant procurement actions including preparation of Micro-purchasing, Requests for Quotation (RFQs),
Invitation to Bid (ITBs) or Requests for Proposal (RFPs), pre-bid conferences, secondary biddings, receipt of
quotations, bids or proposals, facilitate evaluation and negotiation, if any.
 Support contract administration in a close liaison with Portfolio/Project Managers and CO Procurement Team and
contractors/suppliers.
 Participate in preparation, submission and facilitation required for ensuring approval of the procurement cases to the
appropriate Procurement Review Committee.
 Create Purchase orders / Contracts and perform other tasks required under the UNDP buyer role.
 Provide advise/guidance to programme/project colleagues within sector on application of UNDP procurement
policies and procedures for various implementation activities.
 Perform other procurement duties as required.

2. Implement sourcing strategies to find best values in the marketplace and align
purchasing strategy to project and Sectors

 Assist in creation and maintenance of active roster of suppliers/consultants, and long-term agreements required for
the programme/project implementation
 Implement supplier selection and evaluation.

3. Support to knowledge building and knowledge sharing

 Organize procurement training for suppliers on e-procurement modules

 Synthesis of lessons learnt and best practices related to procurement activities in the sector;
 Participation in the trainings on Procurement;
 Sound contributions to knowledge networks and communities of practice.

4. Support to the Project team in effective mainstreaming of gender equality

 Provides support to sector associate and head of procurement in ensuring gender responsible procurement;
 The incumbent performs other duties within their functional profile as deemed necessary for the efficient
functioning of the Office and the Organization.

Institutional Arrangement

The incumbent will be placed in the Sector under direct supervision of Sector Associate, and
Head of Procurement as a matrix manager. The Procurement Associate is expected to work in
close collaboration and cooperation with the CO Procurement team, as well as projects’ staff
within the Sector.
Competencies

Core
LEVEL 1: Plans and monitors own work, pays attention to details,
Achieve Results:
delivers quality work by deadline
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem
Think Innovatively:
solver, makes improvements
LEVEL 1: Open minded and curious, shares knowledge, learns from
Learn Continuously:
mistakes, asks for feedback
LEVEL 1: Adapts to change, constructively handles
Adapt with Agility:
ambiguity/uncertainty, is flexible
LEVEL 1: Shows drive and motivation, able to deliver calmly in face
Act with Determination:
of adversity, confident
LEVEL 1: Demonstrates compassion/understanding towards others,
Engage and Partner:
forms positive relationships
Enable Diversity and LEVEL 1: Appreciate/respect differences, aware of unconscious
Inclusion: bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition

Ability to respond timely and appropriately with a sense of
Customer urgency, provide consistent solutions, and deliver timely and
quality results and/or solutions to fulfill and understand the real
Business customers' needs.
Management Satisfaction/Client Provide inputs to the development of customer service strategy
Management Look for ways to add value beyond clients’ immediate requests
Ability to anticipate client’s upcoming needs and concerns
Business Ability to identify and organize action around mitigating and
Risk Management
Management proactively managing risks
Ability to communicate in a clear, concise and unambiguous
manner both through written and verbal communication; to tailor
Business messages and choose communication methods depending on the
Communication audience.
Management
Ability to manage communications internally and externally,
through media, social media and other appropriate channels
Ability to find, evaluate and engage suppliers of goods and
Procurement Sourcing services
Knowledge of evaluating businesses, projects, budgets, and other
Procurement Financial Analysis finance related transactions to determine their performance and
suitability
Procurement The ability to acquire goods, services or works from an outside
Procurement
Management external source.
 Stakeholder
Procurement
Management
Required Skills and Experience
Min. Education requirements
Min. years of relevant work
experience
Required skills
Desired skills in addition to the
competencies covered in the
Competencies section
Required Language(s)
Ability to work with incomplete information and balance
competing interests to create value for all stakeholders
Secondary education is required.
University degree (Bachelor´s degree) in public administration,
business, economics, engineering, will be given due consideration, but
is not a requirement.
CIPS level 2 is a requirement for this position. If certification is not
available at the time of recruitment, it should be obtained within one
year.
Minimum 6 years (with secondary education) or 3 years (with
bachelor’s degree) of relevant administrative and/or project support
work experience.
Experience in the use of computers and office software packages (MS
Word, Excel, etc) and advanced knowledge of web-based management
systems such as ERP
Knowledge of general principles of tendering.
Knowledge of gender-responsive procurement.
Displays cultural, gender, religion, race, nationality and age sensitivity
and adaptability.
Treats all people fairly without favouritism.
Understand the language associated with gender, equity, inclusion, and
diversity.
Experience in drafting tendering documentation.
Experience in public sector procurement of goods and services would
be an advantage.
Experience in development of procurement plans.
Experience in management of roster of suppliers.
Knowledge of UNDP tendering procedures would be an advantage.
Fluency in English and Bosnian/Croatian/Serbian
language.