Procurement Associate, Job Ref. EGY/UNWOMEN/0509/23-023

Duties and Responsibilities

·         Ensure compliance of procurement activities with UN Women rules, regulations, policies, and strategies; implement effective internal control, proper functioning of a client-orient procurement management system, and business process mapping;

·         Coordinate the implementation of corporate procurement management policies and strategies in support of cost saving and operations for the RO and COs in the region;

·         Follow up with internal and external audits and ensure that appropriate response is provided, and actions are taken regarding all aspects of procurement management.

Manage procurement processes for the Regional Office and Project Offices:

·         Develop and update the rosters of suppliers, and support the implementation of supplier selection and evaluation;

·         Support the programme staff in the preparation of the procurement plans related to their projects;

·         Coordination and consolidation of the organization’s requirements to identify the need for the establishment of Long-Term Agreements (LTAs);

·         Review procurement requests and initiate procurement procedures for the office and projects goods and services;

·         Organize procurement processes including the preparation of mini bids, Request for Quotations (RFQs), Invitation to Bids (ITBs) or Requests for Proposals (RFPs) documents, receipt of quotations, bids, or proposals; prepare requests for award of contracts for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules;

·         Perform Case manager role in ERP system (Quantum); prepare/close Purchase Orders (POs) and contracts;

·         Prepare submissions to the Procurement Review Committee (PRC);

·         Ensure the supplier evaluation reports are recorded with respect to delivery performance and commercial acceptability;

·         Ensure the asset list related to procurement purchases is registered in cooperation with the regional office asset focal person;

·         Follow up on payment with finance and inform the vendor.

Manage the organization of logistical services for events within the regional office:

·         Organize and coordinate the travel requests for event participants including the purchase of tickets for meeting participants and Daily Subsistence Allowance (DSA) calculation;

·         Organize hotel reservation and event arrangements for all official UN Women meetings/ functions, and engagements, and ensure that all requirements are catered for as required;

·         Timely conducted Travel Agencies, hotel, and conference facilities surveys, in coordination with other UN Agencies in the case of the Regional Office;

·         Proactively follow up on placed orders and deliveries with all concerned parties to ensure timely and safe delivery of goods/services; Take timely and appropriate decisions and actions to ensure objectives are met;

·         Perform other administrative tasks as assigned by the supervisor.

Facilitate knowledge building and knowledge sharing:

·         Provide substantive input and support to the development of training materials, webinars, and other education materials;

·         Manage training sessions for the operations/projects staff within the Regional Office;

·         Synthesize lessons learned and best practices in the procurement of specialized goods and services;

·         Perform any other duties as required within the same capacity;

·         Contribute to the Procurement Community Network and other learning networks.

Key Performance Indicators:

·         Timely coordination, facilitation, and implementation of procurement activities based on procurement plans and available budget;

·         Timely and quality processing of purchase orders;

·         Timely delivery of services by the administration team;

·         Proper and accurate maintenance of files and databases, documents are easily retrievable;

·         Timely organization of logistics activities;

·         Timely and quality advice to the project and program colleagues within the regional office.

·         Completion of secondary education is required;

·         Specialized training in Procurement; or a bachelor’s degree (or equivalent) in Business Administration or related field is an asset;

·         Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;

·         Willingness to take UN Women internal procurement certifications is required.

Experience:

·         At least 6 years of progressively responsible experience in procurement, administration, or related at the national or international level;

·         Experience in the usage of computers and office software packages (MS Word, Excel, etc.);

·         Experience in handling web-based management systems, such as Quantum ERP, Oracle, or similar, is an asset;

·         Experience with UN organizations, international bodies, or institutions is an asset.

Language Requirements:

·         Fluency in English and Arabic is required, and French is an asset;

·         Knowledge of the other UN official working language is an asset.