Procurement Assistant

Contract

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

UNDP has operated in Ethiopia since 1981. Since then, UNDP has focused on providing Ethiopia with strategic support to build national capacity and enhance the country’s development results in the areas of poverty reduction and economic growth, democratic governance as well as climate resilient development. Moreover, UNDP’s interventions priorities long-term development impacts to build a resilient nation by informing policies, as well as implementing activities at the community level.

Over the last five years, UNDP Ethiopia has mobilized, internally and through partners, and strategically utilized over USD 100 million to build long-term resilience and enhance the delivery of the country’s development results. UNDP takes advantage of its presence in over 170 countries to help Ethiopia access best practices and strengthen its south-south cooperation.

UNDP’s strategic focus on building national capacity has meant that the organization has played a key role in supporting Ethiopia to develop and implement key strategies such as the Climate Resilient Green Economy (CRGE).

UNDP’s strategic approach has also prioritized helping Ethiopia to set up key national institutions such as the Ethiopian Commodities Exchange (ECX), the Agricultural Transformation Agency (ATA), the Ethiopian Tourism Organization (ETO) and the Entrepreneurship Development Centre (EDC).

UNDP Ethiopia Programme Priorities are: • Accelerating Economic Growth and Poverty Reduction • Climate Change and Resilience Building • Strengthening Democratic Governance and Capacity Development

The UNDP Ethiopia Country Programme is informed by UNDP Strategic Plan (2018-2021) and is closely aligned to the national development priorities specified in the Second Growth and Transformation Plan (GTP II 2016-2020) of the country to address interlinked issues of poverty, inequality and exclusion towards achieving sustainable inclusive human development.

Within the delegated authority and under the supervision of Procurement Specialist or his/her designated mandated representative(s), the UNV Procurement Assistant will:

1. Provides support in the implementation of operational strategies focusing on achievement of the following results: • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies. • Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management. • Performs other duties as may be required.

2. Supports procurement processes for CO, NIM projects and at the request of other Agencies focusing on achievement of the following results: • Provision of inputs to preparation of services procurement plans for the office, RSCA, Projects and Other UN agencies. • Support to organization of procurement processes, in line with the Policy and Procedures of UNDP/ UN procurement • Update the procurement status on internal Monitoring Tool to help the unit and requesting unit to proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation. • Support on submissions to the Contract, Asset and Procurement Committee (CAP), RACP and Advisory Committee on Procurement (ACP). • Makes the travel arrangements: bookings/TA’s/Purchase of tickets ( whenever necessary) • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. • Implementation of the internal control system that ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. • Create contract on the new ERP System (Quantum) , and follow up the contract management with in the contract management module for each procurement case. • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies. • Support setting up new vendor profile, modifications of existing Vendors and other related vendor tasks on the new ERP system. • Support on asset counts as per corporate requirement • Backstops the procurement team in case of absence. • Performs other duties as may be required

3. Contributes to implementation of sourcing strategy focusing on achievement of the following result: • Support on the development and management of the rosters of suppliers, LTA, etc • Closely work with other procurement colleagues on preparation of Expression of Interest on selected category of procurement and work on its implementations. • Participate on supplier selection and evaluation, and document performance record of suppliers; • Support on the implementation of the e-procurement system

4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results: • Participation in the trainings for the operations/ projects staff on Procurement. • Sound contributions to knowledge networks and communities of practice. • Performs other duties as may be required.

• Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

the area of procurement, and supply chain management and related area. • Excellent oral and written skills.

Mandatory required technical knowledge: • Experiences in reviewing the technical requirements i.e. terms of References, Specifications, statement of Works and provide guidance and feedback to the requesting unit. • Demonstrate Knowledge in Reviewing purchase requests to check whether they are complete, are within the allocated budget, contain detailed technical specifications and quote realistic delivery times etc • Experiences in the preparations of procurement solicitation documents such as; RFQ, ITB, RFP and others for the procurement requirements of the CO; • Practical Knowledge in the preparations of evaluation reports, procurement minutes, price comparisons analysis, etc • Knowledge and practical experiences in supporting the administration of the issuance of bid/ for locally and internationally procured goods and services. • Have a practical experience in the preparations of comparative tables to analyses bid, following up on deliveries and conformity with purchase orders, and constantly Monitoring vendor’s performance. • Have a practical knowledge on the market structure of the country (Ethiopia) for locally procured goods and have some background knowledge on international market. • Practical knowledge on Incoterms (International Commercial Terms) • Experiences in Preparations of Purchase orders (Pos), contracts, and contract administration. • Experiences in working with ERP (Enterprise Resource Planning) systems related with procurement areas in terms of initiating procurement request, processing procurements, carryout follow up and processing purchase order etc. • Knowledge of generic procurement procedures and practices. • Have a practical and sound experiences in the area of procurement.

Addis Ababa is the capital of the Federal Democratic Republic of Ethiopia. The population is estimated at about 4 million or so. Addis Ababa located in the Ethiopian highlands at an altitude of 2,500-2,700 meters. The climate is sunny and temperate, but it can be very cold at night, with freezing temperature at times. It is therefore advisable to bring warm clothing and foresee using heaters and/or log fires when necessary. Addis Ababa is the headquarters for the UN Economic Commission for Africa as well as the African Union (ex-OAU). Thus, there is a very large community of expatriates from all over the world. There are some 80 embassies/diplomatic missions. Housing is most of the time readily available and the rents are, on average, reasonable. Most foodstuffs, beverages, household goods, furniture and clothing, mostly imported from the Middle/Far East, South Africa and Europe, or local brands, can be found, although they can be expensive. Meat, fish, fresh fruits and vegetables are cheap and abundantly available.

The basic infrastructures - roads, utilities, and telecommunications - are below standard, as are medical facilities, which are still largely inadequate, although a few private clinics and hospitals provide reasonably good routine care. There are lots of tourist attractions to visit around the country, although the amenities are often poor to average. Several restaurants around the city serve local or international cuisine and there are numerous social and cultural events throughout the year organized by the international and local communities. Sports facilities (fitness, tennis, swimming, riding, golf, etc.) exist in the major hotels or in different establishments around the city. There are no major or special security concerns within Addis Ababa city limits.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.