BACKGROUND

Job Purpose and Organizational Context
This job description is a direct response to UNDP’s improved business model in Mexico. It reflects a new office structure that has recently been put in place to support the vision expressed in an emerging portfolio of Country Office (CO) programmes and to facilitate a more collaborative approach to work across the office and with external partners. This structure is also designed to provide the foundation for a new emphasis on sub-national level work, support higher delivery rates, and to transform UNDP into a learning organization and ‘fit-for-purpose’ to deliver on Agenda 2030 which in turn will support national staff and institutional capacity development.
By supporting Mexico’s State Governments to integrate the 2030 approach into their planning and budgeting processes, and the whole public policy cycle, UNDP advances inclusion and equality in the country. Also, as an engagement strategy, this is expected to allow new areas of joint work to be identified. Also, the CO has been tailoring localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to get those solutions ready to be deployed and escalated in other geographical areas.
The diversification and localized solutions strategy initially increase the number of initiatives to be managed by the CO, many of which handle small budgets to be allocated in a wide set of activities. This combination requires excellent programme management and oversight of procurement processes and an organizational structure ready to deliver and scale results.
UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

EDUCATION

• Secondary education is required
• A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

EXPERIENCE, KNOWLEDGE, AND SKILLS

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level.
• Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web- based management systems such as ERP.

LANGUAGE REQUIREMENTS

• Fluency in spanish.
• Working knowledge of english.

RIGHT TO SELECT MULTIPLE CANDIDATES

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

4.) Support procurement knowledge building and knowledge sharing in CO.

• Participate in procurement training for operations and project staff.
• Make sound contributions to knowledge networks and communities of practice

Under the guidance and supervision of the DRR, Operations Manager, or Procurement Specialist, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.
The Procurement Assistant works in close collaboration with Operations, Programme and project teams in the Country Office and UNDP HQ and with vendors to exchange information and ensure consistent delivery of procurement services.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

1.) 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 and strategies.Provide inputs to mapping CO procurement business processes in consultation with direct supervisor and office management.

2.) Support procurement processes for CO, projects, and other UN Agencies.

• Provide inputs for preparation of procurement plans for the country office and projects.
• Support preparation of RFQ, ITB or RFP documents, and receive and conduct preliminary evaluation of quotations, bids or proposals.
• Prepare Purchase Orders and contracts in and outside of e-procurement, prepare recurring purchase orders for contracting services, create vendors and buyer profiles in e-procurement; and maintain the filing system in the Procurement unit.
• Prepare submissions for internal procurement review committees (CAP, RACP and ACP).

3.) Contribute to implementation of sourcing strategies to find best values in the marketplace.
Update rosters of suppliers.

4.) Support procurement knowledge building and knowledge sharing in CO.

• Participate in procurement training for operations and project staff.
• Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Supervisory/Managerial Responsibilities: None