Background:

Over the past decades, Bangladesh made remarkable human development progress, despite frequent intensive and extensive disasters, the impact of climate change, and, more recently, the Rohingya refugee crisis. As one of the world's fastest-growing economies, the country is an aspirant of LDC graduates and aims to become a developed nation by 2041.

However, its development gains have not been distributed in an equitable way resulting in widening inequality despite making good progress in women economic empowerment. Its economic reliance on foreign remittances and  RMG have increasingly being exposed to the 4th Industrial Revolution and more recently COVID-19.

In addressing the challenges, the country was able to maintain a forward-facing policy environment. As a result, the reduction of poverty and inequality, and becoming a resilient nation remain the GoB's top priority. The country is also known for its accelerated implementation approach of Sustainable Development Goals (SDGs) through nationally driven policies and investments.

In support of the country's ambition, UNDP has been a strong partner of the government in codesigning policy solutions, capacity building and promoting innovations. The expectation from UNDP to play an SDG integrator role is growing in the context of the post-UN reform. This Job Description is designed to support a more integrated and collaborative way in supporting Bangladesh achieve sustainable development and sustainable peace. The Country Office has designed new ways of working that will facilitate more collaboration across the office and higher delivery and emphasize learning and support to national staff capacity development.

In this context the Procurement Unit is entrusted with:

1.    Facilitation of local procurement processes
2.    Coordination of procurement oversight mechanism
3.    Advisory support and oversight of programme / project procurement planning

The Procurement Associate will be part of a team also providing technical support to programmes and projects in the CO, or as otherwise directed.

Scope of Work:

1. 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 Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Preparation of Purchase orders and contracts in and outside Atlas, facilitation in vendor creation, maintenance of the filing system in the procurement Unit.

2. Carry out procurement processes of programmes and projects focusing on achievement of the following results:

• Provide inputs to the preparation of procurement plans for the office.
• Carry out procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• 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.
• Presentation of reports on procurement in the Project
• Establishing and monitoring Long Term Agreements for goods and services.
• Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.

3. Ensures organization of procurement-related logistical services focusing on achievement of the following results:

• Provision of procurement-related logistical services and tax exemptions and customs clearance processes.
• Organization of Customs clearance information records and database.

4. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the rosters of suppliers.
• Conduct market research and contribute in sourcing strategies to be emulated in the CO.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the project staff on operations/projects staff on Procurement and tax exemptions processes.
• Synthesis of lessons learned and best practices in Procurement.
• 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 ofthe Office and the Organization
 
4.    Institutional Arrangement

• Under the guidance and direct supervision of the Head of Procurement, the Procurement Associate provides support to the Procurement Unit working in close collaboration with unit colleagues and with the Operations, Programme and project teams, UNDP HQs staff and Procurement Support Office in Copenhagen to successfully deliver procurement services.

5. Competencies
Core:
Achieve Results:    LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:    LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously:    LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:    LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination:     LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:    LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:    LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:
Thematic Area    Name    Definition
Procurement    Procurement management    The ability to acquire goods, services or works from an outside external source
Procurement    Contract Management    Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement    Strategic Sourcing    Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement    Supplier / Relationship Management    Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Business Management    Customer Satisfaction/Client Management    •     Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs.
•     Provide inputs to the development of customer service strategy
•     Look for ways to add value beyond clients’ immediate requests
•     Ability to anticipate client’s upcoming needs and concerns

Business Management     Risk Management    Identify and organize action around mitigating and proactively managing risks
Business Management    Communication    •     Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
•     Ability to manage communications internally and externally, through media, social media and other appropriate channels

Required Skills and Experience:

Education:

• Secondary Education is required.
• University Degree  or bachelor's degree in Business or Public Administration 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:

• Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant experience in procurement and/or administrative experience is required at the national or international level.

Required  skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems.
  Desired skills in addition to the competencies covered in the Competencies section    •     Experience in preparation of procurement plans for the office and projects and their implementation monitoring;
• Experience in supporting procurement processes for programme and projects;
• Experience in organization of procurement-related logistical services.
• Experience of implementation of sourcing strategy.
• Experience in development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Experience in develop and maintain vendor management and carryout regular assessment of vendor performance assessment;
• Experience in engaging with stakeholders;
• Previous experience in similar positions and with similar roles.

Required Language(s):

• Fluency in English and Bangla is required.