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Programme Assistant, Cairo, Egypt

Practice Area - Job Family: Management - PROCUREMENT Vacancy End Date: (Midnight New York, USA) 10/09/2018 Duty Station: Cairo, Egypt Education & Work Experience: C-HS Graduate or Equivalent - 5 year(s) experience, G-Bachelor's Level Degree - 3 year(s) experience Languages Required: Desired: Arabic, English Grade: G5 Vacancy Type: FTA Local Posting Type: External Bureau: Arab States Contract Duration: 1 Year with possibility for extension Open for Egyptian nationals only. Background Following the Transformation Exercise of 2018 UNDP Egypt has aligned its structure to respond to the Country Programme Document (CPD) 2018-2022 and service model. The new Structure, led by the Country Director, consolidates the Programme Team into three thematic clusters, (based on the three outcomes within the new Country Programme i.e.: Inclusive Growth and Innovation Environment and Climate Change Gender Equality The structure of Operations, led by the DCD Operations, remains overall intact given its appropriateness to meet the operational needs of the programme and other key clients, such as United Nations Agencies. The ICT and Procurement teams are being merged in the interest of greater efficiencies in client services for cost recovery in the respective areas. Post Context Under the general guidance and supervision of the Strategic Sourcing and ICT Analyst, and the direct supervision of the Procurement Associate, the Procurement Assistant provides procurement services ensuing high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit. The Procurement Assistant works in close collaboration with the Operations, Programme and project and UN Agency teams in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery. Duties and Responsibilities Ensures 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. Supports procurement processes for CO and at the request of other Agencies focusing on achievement of the following results: Provision of inputs to preparation of procurement plans for the office. Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. 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. Buyer profile in ATLAS. Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. Provision of information for preparation of cost-recovery bills in ATLAS for the procurement services provided by UNDP to other Agencies. 3 . Contributes to implementation of sourcing strategy focusing on achievement of the following result: Update of the roster of suppliers. Provides effective procurement support to the Procurement Unit focusing on achievement of the following results: Preparation of analytical reports and initiation of corrective actions when necessary. Presentation of information on the status of financial resources as required. Meet CO and HQ deadlines. Preparation of Individual Contracts (ICs) for UNDP and UN Agencies. Proper control of the supporting documents for contracts. Maintenance of the hard and e-filing system ensuring safekeeping of confidential material. ATLAS data cleaning. Assists the Procurement Associate in compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions. Contacts with visitors and staff, arrangement of appointments and meetings and taking minutes of regular unit meetings. Follows-up on commitments made, actions taken and coordination of collection and submission of the reports to the DCD. Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results: Preparation of cost-recovery bills in ATLAS for the services provided by UNDP. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Participation in the training for the operations/project staff on Procurement. Sound contributions to knowledge networks and communities of practice. Competencies Core Competencies: Innovation Ability to make new and useful ideas work. Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations. Leadership Ability to persuade others to follow. Level 2: Proactively identifies new opportunities and challenges People Management Ability to improve performance and satisfaction. Level 2: Takes ownership of responsibilities. Communication Ability to listen, adapt, persuade and transform. Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity. Delivery Ability to get things done while exercising good judgement. Level 2: Meets goals and timelines for delivery of products or services. Technical/Functional Competencies: Procurement The ability to acquire goods, services or works from an outside external source. Level 2: Execute & Learn: Execute & Learn: Perform defined tasks. Procurement Supplier Management Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations. Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work. Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services. Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work. Required Skills and Experience Education: Secondary education with specialized training in Procurement. University Degree in Business or Public Administration would be desirable, but is not a requirement. Experience: A minimum of 5 years of progressively responsible experiences (or 3 years if with University Degree) in the administration of procurement services for clients in large departments or business units of public/private organizations at the national or international level. UNDP Certification in Procurement is a requirement and If certification is not available at the time of recruitment, it should be obtained within 6 months. Language requirements: Proficiency in English and native Arabic. Other: Facility with MS Office Products (i.e. Excel, Word, and PowerPoint) and advance knowledge of spreadsheet; experience in handling of web-based management systems. and ERP financials, preferably PeopleSoft. Experience of IPSAS and/or IFRS is required for external candidates. Non-Smoking environment. 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