Procurement & Assets Assistant

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The UNDP “Strengthening the Electoral Cycle in the Solomon Islands Project” (SECSIP) supports the Solomon Islands Electoral Commission and other national institutions providing technical assistance through the electoral cycle (pre-election; elections/polling and post-election) for the conducting inclusive and credible electoral processes. SECSIP phase 1 was implemented from July 2013 until June 2017. A second three-year project was rolled out in July 2017. The project is now transitioning to its third phase expected to end in December 2024.

SECSIP is funded by the Government of Australia and UNDP. The project aims to continue building synergies and strategic partnerships with a range of national stakeholders from government and civil society to ensure that an enabling environment for credible and inclusive elections is created. The overarching objective is to strengthen the link between the electoral cycle and other key governance processes and institutions contributing to social cohesion and the development of a pluralistic society.

This UNV assignment is part of SECSIP third phase. SECSIP III will focus on enhancing inclusive, informed and transparent electoral processes through accountable and effective institutions. SECSIP assistance will also contribute to enhancing and expanding social inclusion, particularly of disadvantaged segments of the population including women, young people and people with disabilities (PWD). The Project will work towards achieving the overarching outcome of ‘more sustainable and inclusive electoral institutions and practices in support of democratic governance in Solomon Islands’ through the four following outputs:

Output 1: Institutional and Operational Capacities of the Electoral Authorities Strengthened

Output 2: Capacity of national authorities and local networks to provide voter information and awareness and to encourage civic engagement strengthened.

Output 3: Legal Electoral Framework Improved

Output 4: Women’s Political Participation and Leadership Around the Country Enhanced.

The Procurement and Assets Assistant will support the Solomon Islands Electoral Office (SIEO) and will implement the duties and responsibilities described in this DOA seeking the guidance of the SIEO Management and under the supervision of SECSIP CTA/Project Manager

See www.pacific.undp.org/content/pacific/en/home/about-us/soi-office.html

Within the delegated authority and under the supervision of UNDP SECSIP Chief Technical Adviser or his/her designated mandated representative(s), the National UN Youth Volunteer will:

In compliance with UNDP Rules, Regulations and policies, the incumbent will be part of SECSIP Graduate Programme. For this assignment, the incumbent will be co-located at the Solomon Islands Electoral Office (SIEO).

The incumbent general duties and responsibilities will include the following: · Assist in the identification of SIEO procurement related needs and raise awareness on procurement policies meeting international best practice standards

· Provide a monthly report on the activities carried out in support of the mandates of SIEO contributing to UNDP SECSIP project implementation.

The day-to-day tasks in support of the SIEO expected to be performed under this assignment include:

· Assist SIEO in the planning, development and execution of procurement plans in alignment with the mandate and priorities of the Solomon Islands Electoral Commission (SIEC), its Electoral Office and Solomon Island Government procurement rules and policies.

· Contribute to the preparation, evaluation and conduct of tenders for the procurement of goods and services, including scope of work and technical specification, requests for quotes and calls for expressions of interest from vendors, pre-qualification exercises and other procurement actions to ensure Best Value for Money.

· Regularly maintain physical and digital filing of procurement related documentation.

· Undertake market research for the identification of potential vendors

· Inform vendors and/or partners of the policies and procedures for the conduct of procurement actions

· Assist in the steps to undertake contract amendment whenever necessary and recommend actions to address non-compliance.

· Monitor contract execution maintaining a record of previous contracts and performance assessments

· Assist in the preparation and conduct of a preliminary assessment of existing asset management systems and procedures in compliance with SIG asset management policies

· Assist in the formulation/review of an Asset and Procurement Management Policy

· Create an Asset Register for the recording and continuous updating of SIEO assets

· Any other task as identified by the CEO in consultation with UNDP SECSIP Project Management

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

· Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);

· Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;

· Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.

· Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;

· Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;

· Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

· Professionalism: demonstrated understanding of operations relevant to UNDP; technical capabilities or knowledge relevant or transferrable to UNDP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

· Integrity: demonstrate the values and ethical standards of the UN and UNDP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;

· Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

· Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

· Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

· Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

· Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

· Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDP’s mission and vision, as well as to the UN Core Values.

procurement, acquired after finalization of university studies with the Ministry of Infrastructure, public works or with Ministry of Finance or other Ministries or agencies in sectors that deal with assets and procurement or in private businesses in assets and procurement sectors will be considered an asset.

· Experience working in the UN or other international development organization will be considered an asset.

· Good oral and written skills for drafting and reporting; ability to support document production and editing.

· Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including at grassroot level with community members, religious and youth organizations, and with public authorities; familiarity with Government assets and procurement rules will be an asset.

· Ability to work and adapt professionally in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.

· Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet.

· Self-motivated; ability to work with tight deadlines.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.