Procurement Assistant

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Application deadline 2 years ago: Thursday 24 Mar 2022 at 23:59 UTC

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Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

UN Women (the United Nations Entity for Gender Equality and the Empowerment of Women), grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

In Turkey, in line with its global Strategic Plan 2022-2025 and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Turkey (UNSDCF) (2021-2025), UN Women works towards the overarching goal of “Women and girls including those at greatest risk of being left behind fully exercise their human rights, enjoy a life free from violence and discrimination, and lead, influence and benefit from sustainable and inclusive socio-economic development towards the advancement of gender equality in Turkey”. UN Women works in four thematic areas: (i) governance and participation in public life; (ii) women’s economic empowerment; (iii) ending violence against women and girls; and (iv) women, peace and security, humanitarian action and disaster risk reduction. UN Women contributes to three UNSDCF outcomes: 1) Women and girls have improved and equal access to resources, opportunities, and rights, and enjoy a life without violence and discrimination; 2) By 2025, Persons under the Law on Foreigners and International Protection are supported towards self-reliance. 3) By 2025, governance systems are more transparent, accountable, inclusive and rights-based with the participation of civil society, and quality of judicial services is improved.

Towards these goals, UN Women implements programmes and projects that aim to advance gender equality, improve women’s access to opportunities, rights and services in political, social, and economic life and combat gender stereotypes, discrimination, and violence, as required by international and national legal and policy commitments. UN Women collaborates with numerous partners – central and local level government authorities, civil society organizations, including women’s organizations and platforms, academia, private sector companies, other UN agencies. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change. Key approaches include the provision of thought leadership and policy advice, capacity development and technical assistance, multi-stakeholder partnerships, and advocacy and communications.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Analyst, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with programme and operations staff to successfully deliver procurement services.

Duties and Responsibilities

1. Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies, and strategies

  • Research and draft responses to enquiries for clearance by the Operations Analyst;
  • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Implement procurement management policies and strategies;
  • Contribute to the development of sourcing strategies.

2. Coordinate procurement processes for the UN Women Turkey Office

  • In accordance with the CO Annual Work Plan provide coordination and administration support to the procurement of equipment, supplies and services ensuring full compliance with UN Women rules and procedures
  • Draft yearly consolidated procurement plan and periodical procurement reports based on inputs from project managers;
  • Review procurement incoming requests for completeness, adequacy, clarity of specifications, funds availability etc.;
  • Provide support to the project teams on micro-purchase processes
  • Organize procurement processes, including preparation and conducting of Request for Quotations (RFQs), Invitation to Bid (ITB)s or Request for Proposals (RFPs), receipt of quotations, bids or proposals, facilitation of evaluation, and submission for procurement review/award in full compliance with UN Women rules and regulations.
  • Prepare the submissions to the Local (Regional or HQ) Procurement Review Committee (L/R/HQ PMRC) for Turkey Office related procurement;
  • Perform Alternate Buyer role in Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Process procurement/solicitation activities through the e-procurement system. Ensure all procurement processes are on track, timely submitted and resolved.

3. Coordinate contract management processes for the UN Women Turkey Office

  • Provide administrative support to contract management processes; maintain databases of long-term agreements and procurement contracts.
  • Develop and update the rosters of suppliers;
  • Maintain filing system.

4. Facilitate knowledge building and knowledge sharing

  • Participate in trainings for the operations/projects personnel;
  • Facilitate trainings for programme personnel on the use of e-procurement systems and solutions.
  • Provide inputs to the synthesis of lessons learnt and best practices.
  • Provide inputs to the development of new tools, systems, SOPs, templates on administrative processes other areas of support.

5. Perform any other duties in line with the above responsibilities as may be assigned by Supervisor.

Key Performance Indicators

  • Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
  • Proper and accurate maintenance of files and databases, documents are easily retrievable
  • Timely organization of logistics activities

Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Functional Competencies

  • Knowledge of procurement processes, systems, administrative rules and regulations;
  • Knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good IT and web based management skills.

Please visit this link for more information on UN Women’s Core Values and Competencies: UN-Women-values-and-competencies-framework-en.pdf (unwomen.org).

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Required Skills and Experience

Education and certification:- Completion of secondary education is required;

  • Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
  • Procurement Certification from an internationally recognized educational institute is an asset
  • Willingness to take UN Women internal procurement certifications is required.

Experience:- At least 5 years of progressively responsible experience in procurement, travel, event management, administration or logistic support - Experience in the usage of computers and office software packages (MS Word, Excel, etc); - Experience in Enterprise Resource Management System (ERP) is an asset. - Previous experience in UN organization and/or international organization is an asset; - Experience in supporting projects/processes that include extensive communication, coordination and facilitation, preferable in the area of human rights, gender equality and women’s empowerment is an asset.

Language Requirements:- Fluency in English and Turkish is required;

The application package for the UN Women Procurement Assistant (SB3) position should consist of:

How to Submit the Application:

  • Download and complete the UN Women Personal History Form (P11)
  • Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded.
  • Click on the Job Title (job vacancy announcement).
  • Click 'Apply Now' button, fill in necessary information on the first page, and then click 'Submit Application;'
  • Upload your application/single file as indicated above with the merged documents (underlined above).
  • You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

  • UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.
  • Applications without the completed UN Women P-11 form will be treated as incomplete and may not be considered for further assessment.

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Added 2 years ago - Updated 2 years ago - Source: jobs.undp.org