Exciting Career Opportunity! Procurement Associate AT UN Women. 2024

Procurement Associate

June 8, 2024

5 minutes read

Exciting Career Opportunity! Procurement Associate AT UN Women. 2024

Job Opportunity: Procurement Associate

Location: New York, United States
Agency: UN Women
Contract Type: Local Opportunities
Grade Level: G6
Application Deadline: June 20, 2024
Job Schedule: Full-time
Initial Contract Duration: 1 year
Job Function: Operations
Job Identification: 18731
Education & Experience: Completion of secondary education with at least 6 years of progressively responsible experience in procurement, administration, or a related field. A Bachelor’s degree in Business Administration or a related field and procurement certification from an internationally recognized provider such as CIPS (level 2) are assets.

Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works towards the elimination of discrimination against women and girls, the empowerment of women, and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security.

Job Description:

Under the overall guidance and direct supervision of the Chief, Procurement and Travel Services, in Headquarters, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results-oriented approach and supports:

Compliance with UN Women policies and regulations.
Effective systems to support programme delivery and growth.
Accountability to organizational values and principles.
An enabling workplace environment in which staff potential is maximized.

The Procurement Associate also works in collaboration with operations staff in UN Women HQ, Regional and Country Offices, as well as with other UN Agencies, and Government officials to successfully deliver procurement services.

Key Functions and Accountabilities:

Administrative and Policy Support:
Provide substantive inputs to procurement-related reports and analyses; research and draft responses to inquiries for clearance.
Contribute to the implementation of procurement management policies and strategies focused on cost-saving and reduction.
Follow up with internal and external audits.
Assist in the development of sourcing strategies.
Organizing Procurement Processes:
Prepare procurement plans for programmes/projects.
Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services.
Organize procurement processes, including preparing Request for Quotations (RFQs), Invitation to Bids (ITBs), or Request for Proposals (RFPs) documents, and receipt of quotations, bids, or proposals.
Perform PCM role in Quantum system, prepare/close Purchase Orders (POs) and contracts in and outside the Quantum system.
Review procurement requests and prepare submissions to the Procurement Review Committee (PRC).
Assist field offices in the development of solicitation documents, conduct evaluations, and perform quality assurance for procurement activities of field offices.
Perform back-up duties within the procurement team as needed.
Contract Management:
Review/process contracts and raise Purchase/Contract Orders (POs) in Quantum for all projects managed by headquarters (HQ).
Develop and update the rosters of suppliers and support the implementation of supplier selection and evaluation.
Provide technical advice to UN Women Regional and Country Offices’ procurement focal persons on all PO requests where the total value exceeds predefined thresholds.
Conduct periodic and annual PO closure exercises by generating reports from ATLAS in coordination with the project managers.
Collect documents and information required by auditors and other entities upon approval by the chief of section.
Knowledge Building and Sharing:
Provide inputs and support the development of training materials, webinars, and other educational materials.
Organize training for the operations/projects staff on procurement.
Synthesize lessons learned and best practices.
Facilitate knowledge sharing sessions and create platforms for exchanging procurement-related insights and experiences.
Conduct compliance reviews to ensure adherence to procurement policies and standards.
Implement quality assurance processes to maintain high standards in procurement activities and outcomes.
Support to Procurement and Travel Services Management:
Provide support and inputs for the review and development of cross-functional policies and procedures.
Ensure quality assurance of documents with external stakeholders such as member states and other UN agencies.
Support the coordination and activities related to Gender Responsive Procurement initiatives.
Maintain and update procurement records.
Provide logistical support for travel arrangements.
Track and analyze procurement and travel expenses to support management decisions.
Coordinate with internal departments to ensure alignment and compliance with procurement and travel requirements.
Organize and prepare materials for meetings, including agendas and minutes.
Handle correspondence and communications on behalf of the procurement management team.

Competencies:

Core Values:
Integrity
Professionalism
Respect for Diversity
Core Competencies:
Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example
Functional Competencies:
Good knowledge of procurement processes, systems, and administrative rules and regulations.
Proficiency in using spreadsheets and database packages.
Ability to work well under pressure and meet deadlines.
Ability to extract and interpret data.
Ability to administer and execute administrative processes and transactions.
Ability to handle work of a confidential nature and manage a large volume of work.
Strong IT and web-based management skills.

Education and Certification:

Completion of secondary education is required.
Specialized training in Procurement; or a Bachelor’s degree (or equivalent) in Business Administration or a related field is an asset.
Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset.

Experience:

At least 6 years of progressively responsible experience in procurement, administration, or a related field is required.
Experience using computers and office software packages (MS Word, Excel, etc.) is required.
Experience using a modern web-based ERP system, preferably Oracle Cloud, is desirable.

Languages:

Fluency in English is required.
Knowledge of another official UN language (French, Arabic, Chinese, Russian, or Spanish) is desirable.

Additional Information:

GS fixed-term appointment (FTA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens, or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York.

Statements:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women was part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused on gender equality and women’s empowerment.

Diversity and Inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. We recruit, employ, train, compensate, and promote regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. Employment decisions are based on qualifications, competence, integrity, and organizational needs. If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel, undergoing rigorous reference and background checks (including the verification of academic credentials and employment history). Selected candidates may be required to provide additional information for background checks.

Keywords: Procurement Associate, UN Women, New York, Procurement Processes, Administrative Support, Compliance, Gender Equality, Operations, Procurement Policies, ERP Systems, Oracle Cloud.

How to Apply:

To apply for the Procurement Associate position, please submit your application by June 20, 2024. Visit the application link for more details and to apply.

Contact Information:

For any inquiries about this position, please contact our HR team at hr.newyork@unwomen.org. We look forward to receiving your application and welcoming you to the UN Women team.

This job opportunity offers a chance to be part of a global initiative dedicated to gender equality and the empowerment of women. As a Procurement Associate, you will play a vital role in ensuring the effective and efficient procurement of goods and services, supporting the advancement of women’s rights and gender equality worldwide. Apply today and become part of our mission to create a better world for all.