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Un Women: Procurement Associate - New York
Company | UN Women |
Address | New York, United States |
Employment type | FULL_TIME |
Salary | |
Category | International Affairs |
Expires | 2023-07-14 |
Posted at | 11 months ago |
Background
- Support with oversight of existing policies affecting procurement and assess business needs related to their implementation;
- Provide advice and technical support on Procurement related issues;
- Coordinate the implementation of corporate procurement management policies and strategies in support of cost saving and operations;
- Contribute to the review and development of new or existing policies in line with UN-Women’s Strategic Plan and business requirements and as supported by related operations strategies;
- Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the Procurement Specialist in HQ;
- Provide coordination support in internal consultations of new policy proposals and organize peer reviews to ensure relevance of the proposed policies and procedures.
- Contribute to the development of new policies and ensure benchmarking with other UN system agencies looking for innovative approaches among international organizations;
- Follow up with internal and external audits.
- Reinforce the procurement processes by creating benchmarks and review of supply chain cycles and micro-processes;
- Review procurement plans received from business units to ensure that responsibilities are adequately designated; time and resources estimates are adequate;
- Facilitate the management of procurement plans organization wide as well as coordination and consolidation of the organization’s requirement to identify the need for the establishment of Long Term Agreements (LTAs);
- Provide quality management support to headquarters and Regional/ Multi-Country and Country Offices in regard to the establishment of solicitation document e.g. review of solicitation document and relevant annexes for quality purpose, when required.
- Participate in the establishment and implementation of control systems for procurement processes including organization of Invitation to Bid/Request For Proposal/Request For Quotations (RFQ, ITB, or RFP) throughout the procurement processes. Provide advice for action where standards or regulations are not met;
- Ensure that policies and processes are supported by appropriate tools, templates and learning activities;
- Ensure that activities for knowledge management; thematic groups, websites and other tools, which support the group, are current and sufficiently robust for the intended purpose;
- Simplify and streamline the procedures and processes while maintaining compliance with regulations and rules;
- Facilitate the review and design of procurement processes, in relation to existing and newly adopted policies;
- Ensure processes, tools and templates are available in a user friendly and timely manner and posted in the procurement intranet;
- Create models, matrices, tools, and workflows for all common procurement functions with intense collaboration with all stakeholders;
- Identify the needs and establish strategic agreement with parties which result in efficiencies in line with financial and forecasting requirements;
- Contribute to the implementation of an effective internal control framework to ensure compliance with UN-Women regulations, rules, policies, and procedures.
- Provide specific support and trainings to UN-Women at headquarters and Regional/ Multi-Country and Country Offices;
- Contribute to the Procurement Community Network and other learning networks;
- Synthesize lessons learned and best practices in the procurement of global and specialized goods and services;
- Provide timely reporting on all training and outreach activities;
- Ensure that the learning program leverages e-learning tools and other distance learning modalities that are cost effective and appropriate for the learning needs and outreach of the Procurement Section organization wide;
- Provide substantive inputs which contribute to the establishment of a reputation as the “Centre of Excellence,” which shares best procurement practices with other business unit.
- Manage the compendium of learning programs available to staff that includes recognized certification programs and programs customized to UN-Women procurement training needs (i.e.: contract management, e-procurement, etc.);
- Timely organization of logistics activities
- Timely delivery of services by administration team
- Proper and accurate maintenance of files and databases, documents are easily retrievable
- Timely and quality processing of purchase orders
- Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
- Timely and quality advice to the RO and COs in the region
- Integrity
- Respect for Diversity
- Professionalism
- Stakeholder Engagement
- Accountability
- Inclusive Collaboration
- Effective Communication
- Leading by Example
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Ability to administer and execute administrative processes and transactions
- Ability to extract and interpret data
- Ability to provide procurement related support and advice
- Strong knowledge in the use of spreadsheets and database packages
- Strong knowledge of procurement processes and systems
- Ability to work well under pressure and meet deadlines
- Ability to perform work of confidential nature and handle a large volume of work
- Strong IT and web-based management skills
- Completion of secondary education is required;
- Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;
- Specialized training in Procurement, or a bachelor's degree (or equivalent) in Business Administration or related field is an asset;
- Willingness to take UN Women internal procurement certifications is required.
- Experience in handling of web-based management systems, such as Quantum ERP, Oracle or similar, is an asset;
- Experience in management and implementation of ERP systems and procurement applications is an asset;
- At least 7 years of progressively responsible experience in procurement, information technology, administration or related area at the national or international level is required;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
- Experience with UN organizations, international bodies or institutions is an asset.
- Fluency in English required.
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