Procurement Assistant

Mission and objectives

In support of the Government of Zimbabwe, the United Nations Development Programme (UNDP) has embarked on the implementation of a five-year Country Programme Document (CPD) 2022-2026. UNDP focuses on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions. Proposed downstream interventions will seek to provide platforms for citizen engagement in democratic processes and facilitate access to skills, knowledge and new technologies for increased income generation. In so doing, UNDP Zimbabwe renders its support through the following three programmatic areas: 1. Democratic Governance 2. Inclusive Growth and Sustainable Livelihoods 3. Climate Change and Resilience Building

Context

In support of the Government of Zimbabwe, the United Nations Development Programme (UNDP) is currently implementing a five-year Country Programme Document (CPD) 2022- 2026. UNDP focuses on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions. UNDP’s downstream interventions seek to provide platforms for citizen engagement in democratic processes and facilitate access to skills, knowledge, and new technologies for increased income generation. In line with the Bureau for Management Services’ observation on supply chain disruption and export restrictions that have been put in place by many countries for certain critical products, UNDP country offices may need to look for alternatives beyond sourcing from UNDP's traditional and/or Long-Term Agreements (LTA) vendors. Increasingly these sourcing solutions may need to be local, for example suppliers or manufacturers who already have stock and who require orders to be placed within a short period to secure supply. To facilitate such procurement, the Bureau for Management Services has placed a number of options at the country offices’ disposal, among them being the following: National Competition: Lifting of the restriction on national competition and encouraging Country Offices to look at the local market for sourcing urgently required supplies. Bidding time: Reduction of the minimum bidding period from two weeks to one week. Expediting clearances: To ensure that there are no delays in the provision of clearances. Pursuant to the above, the CO has a need for a Procurement UNV for ensuring this objective is fully achieved.

Task description

Within the delegated authority and under the supervision of the Procurement Analyst the UNV Procurement Assistant will perform the following: Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money: • Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls. • Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management. Organize procurement processes for CO, projects, and other UN Agencies. • Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations. • Prepare Purchase orders and contracts in Quantum e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. • Prepare submissions for internal procurement review committees (CAP, RACP, and ACP). • Prepare reports on procurements in CO. • Implement or partake in joint procurement processes for the UN agencies in line with the UN reform. Micro Purchasing • Engage units on specifications of requirements. • Launch procurement enquiries with local suppliers. • Prepare evaluation reports. • Submit for review and approval. • Inform suppliers of placed orders. • Follow up on pending deliveries. • Update clients on status of requests. Contract Administration • Follow up with service providers on delivery timelines. • Note any challenges, constraints, and modifications to timelines. • Update program colleagues. Any other related tasks as may be required or assigned by the supervisor.

Eligibility criteria

Age

18 - 80

Required experience

1 month

Nationality

Candidate must be a national or legal resident of the country of assignment.

Assignment requirements

Relevant experience

1 month

Languages

English, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in • Procurement and supply chain management • CIPS certification of at least level 2 is desirable

Competencies and values

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

Skills and experience

• 1+ month experience needed in procurement and contracting, Logistics and Inventory • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively 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 Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;

Area(s) of expertise

Logistics and Inventory, Procurement and contracting

Driving license

Other information

Living conditions and remarks

Zimbabwe is in Southern Africa and has three seasons, cool and dry from May-August, hot and dry from September-November, warm and wet from Dec-Apr. The capital Harare lies at an altitude of 1450m above sea level. The middle plateau is Malaria free, and prophylaxis is highly recommended in low lying and hot areas. The currency in use is the Zimbabwe dollar and the United States dollar in some places. Foreign exchange bureaus are available, and all basic food and accessories are available. There are public and private health facilities as well as many social amenities available in Harare. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. You can check full entitlements at the duty station at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.