Procurement Associate – UNDP


Job Description

OrganizationUnited Nations Development Programme
Job Identification6925
LocationsKhartoum, Sudan
Posting Date11/20/2022, 10:35 AM
Apply Before11/27/2022, 10:35 AM
Job ScheduleFull time
Vacancy TypeNational Personnel Service Agreement
Practice AreaEffectiveness
BureauRegional Bureau for Arab States
Contract Duration1 Year
Education & Work ExperienceBachelor’s Degree – 4 year(s) experience OR High School certificate- 7 year(s) experience
Required LanguagesFluency in English and Arabic is required.
Vacancy Timeline1 Week
Mobility required/no mobilityno mobility required


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

As a trusted, long-term partner of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management.

As the interim Principal Recipient for the Sudan GF programmes to be implemented from 1 January 2021 to 31 December 2023, UNDP is responsible for the financial and programmatic management and the procurement of health products for the Global Fund HIV,TB grants to Sudan (the ‘Grants’) in coordination with the Federal Ministry of Health, national and technical partners for the achievement of programme results and the effective use of grant resources.

In order to provide strategic planning, programmatic and operational management and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established. Under the overall oversight of the Procurement and Supply Management Specialist, and direct supervison Procurement Specialist  (non health), the  Procurement Associate  (non health) will be responsible for achieving  a high level of procurement and delivery of non-health procurement performance, coordinating and building strategic partnerships with Federal Ministry of Health, UNDP Country office, UNDP Health Implementation support team (UNDP/HIST) and UNDP Global Procurement Unit (GPU)  to reinforce strong procurement and supply chain systems.

Duties and Responsibilities

Scope of Work:

The Procurement Associate will implement the following Key Functions:

3.1 Support to the  implementation of procurement processes (non health) for the PMU focusing on achievement of the following results:

  • Support elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Ensures timely corrective actions on POs with budget check errors and other problems.
  • Ensures adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations;
  • Support in consultation with national counterparts the preparation for requests for proposal, invitations to bid and requests for quotation while ensuring proper monitoring and control of procurement processes.
  • Support the established committees in the evaluatation of offers and makes recommendations for the finalization of purchases and the award of contracts;
  • Support the analysis and the evaluation of tender results.
  • In close cooperation with the programme staff, supports the submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Prepares a variety of procurement related documents, including purchase orders, contracts, communications, guidelines, instructions etc;
  • Support the timely and duly preparation of procurement plans for the project and monitoring of their implementation.
  • Support the implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
  • Support the implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion for the GF Programme.
  • Support the development and the update procurement plans including costing, scheduling and applicable procurement methods for GF approval and internal follow up of procurement and contracting activities;
  • Review (specifications, Term of Reference, and Scope of work) to ensure completeness, accuracy and compliance with quality standards, particularly for medical items;

3.2. Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

  • Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
  • Implements strategic procurement for GF including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management.
  • Provides researched information for formulation and Implementation of contract strategy for GF including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
  • Assists in the input of timely and proper preparation of procurement plans for the different GF grants and establishment of their deadlines

3.3. Facilitation of knowledge building and knowledge sharing

  • Organizes trainings for the operations/ projects staff on Procurement
  • Synthesizes lessons learnt and best practices in Procurement
  • Maintains electronic and hardcopy files and records to ensure proper documentation;
  • Maintains up to date procurement tracking tool and report to PSM Specialist as and when needed

 Institutional Arrangement

Under the overall supervision of the Procurement Specialist  (non health), the Procurement Associate  will be responsible for the day to day implementation  of the procurement process, mainly focusing on non-health procurement, but could be extended to civil works if required


Core competencies in Procurement
Category managementAbility to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency
Contract managementAbility to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making
Data managementKnowledge of processing, storing, and validating procurement data
Financial analysisKnowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Procurement managementThe ability to acquire goods, services or works from an outside external source
Procure-to-PayKnowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations
SourcingAbility to find, evaluate and engage suppliers of goods and services
Stakeholder managementAbility to work with incomplete information and balance competing interests to create value for all stakeholders
Strategic sourcingAnowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Supplier/relationship managementKnowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

  • Shares knowledge and experience
  • Encourages office staff to share knowledge and contribute to UNDP practice areas
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to perform a broad range of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets.
  • Sound knowledge of financial rules and regulations
  • Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates openness to change and ability to manage complexity

UNDP Procurement Certification programme

Required Skills and Experience

Min. Education requirements– Secondary Education- Bachelor’s degree in Business, Economics, Public Administration or any  development related field and/or a degree in procurement
Min. years of relevant work experienceMinimum of 7 years with Secondary education or 4 years with bachelor’s degree of relevant professional experience in procurement
Required  skillsSolid experience in the management of people and systems in high-pressure environments.Strong IT skillsExcellent organizational, interpersonal as well as verbal and written communication skills.Experience in working with government counterparts coupled with the ability to travel within Sudan.Demonstrated experience in managing public health programs specifically with PRs, SRs, SSRs and other Global Fund implementing partners is desirable.
Desired skills in addition to the competencies covered in the Competencies section• Experience of UN, UNDP, International NGOs or other international organization on procurement policies and procedures highly desirable.CIPS2 Certification is an asset
Required Language(s)Fluency in English and Arabic is required.


Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: 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.

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