Procurement Associate

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below: • Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026 • Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) • Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts • Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Office/Unit/Project Description The Office of Procurement (OP) under the Bureau for Management Services of UNDP is responsible for the development of procurement policy, corporate procurement services, procurement advisory services, and strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity-building support to UNDP’s global procurement function. OP supports UNDP programme delivery in accordance with UNDP’s applicable strategic framework, procurement policies, accountability framework, and risk-management requirements, while promoting good practices in public and sustainable procurement. OP is a global team with personnel based in New York, Copenhagen and Cyberjaya, complemented by Regional Procurement Specialists located in the Bureau hubs. UNDP partners with the Global Fund to support countries in strengthening institutions to deliver health services in the fight against HIV/AIDS, TB and malaria, contributing to the Sustainable Development Goals related to universal health coverage and access to safe, effective, quality and affordable health products. Such support includes the procurement and management of health products. To strengthen the Global Fund partnership and UNDP’s health procurement service offer to Country Offices, the Bureau for Management Services and the Bureau for Policy and Programme Support collaborated to establish the Global Health Supply Centre (GHSC). In addition to health procurement, the GHSC provides Quality Assurance and Health Product Management services to UNDP and its partners. The GHSC is intended to streamline health procurement processes, improve responsiveness to Country Offices, and support timely delivery of quality-assured health products to partner governments and stakeholders. The Health Procurement Team (HPT), under the Office of Procurement, is one of the three pillars of the GHSC. It supports Global Fund-financed and other health programmes by facilitating the uninterrupted and timely supply of quality-assured health products, mitigating health procurement risks, fostering partnerships with other agencies, establishing and maintaining framework agreements with manufacturers and qualified procurement agencies, and pursuing best value for money, including savings and volume discounts. Scope of Work Under the guidance and supervision of the Procurement Analyst, the Procurement Associate supports the execution of transparent and efficient procurement services in line with client expectations. The Procurement Associate promotes a client-focused, quality- and results-oriented approach in the Unit. The Procurement Associate works closely with GHSC colleagues to follow up procurement and logistics issues, resolve routine operational matters, and escalate complex, exceptional or policy-related matters to the Procurement Analyst or other authorized personnel. The incumbent also collaborates with operations and programme personnel in UNDP Country Offices and HQ business units. The role also supports procurement-logistics coordination, particularly in relation to shipment follow-up, documentation flow and Country Office support after PO issuance. Actively supports implementation of operational strategies, focusing on the following results: Procurement activities are carried out in compliance with applicable UN/UNDP rules, regulations, policies and strategies, with due observance of established internal controls. Contributes to procurement and logistics business-process mapping and to the preparation or updating of internal Standard Operating Procedures, in consultation with the supervisor and office management. Coordinates and supports the organization of procurement processes on behalf of and in collaboration with UNDP Country Offices, focusing on the following results: Assists Country Offices in preparing procurement plans. Organizes and supports procurement processes, including preparation and issuance of RFQs, ITBs and RFPs; receipt and administrative handling of quotations, bids and proposals; facilitation of evaluation processes; preparation of evaluation documentation and minutes; and support to contract clarification or negotiation processes, as authorized and in accordance with UNDP policies and procedures. Liaises with buyers, the Quality Assurance team and suppliers to collect technical files, coordinate clarifications and complete required system updates. Prepares purchase orders and contracts in and outside Quantum, including recurring purchase orders for services, and supports vendor creation and maintenance in Quantum in accordance with assigned access rights and established procedures. Applies established internal controls to support the accurate preparation and dispatch of purchase orders and takes timely corrective action on budget-check errors and other transactional issues in consultation with Country Offices and the supervisor. Prepares procurement reports and maintains relevant trackers and records. Supports preparation and completeness of review of submissions to relevant procurement review committees, where applicable, under the guidance of authorized procurement personnel. Supports the transition of designated operational procurement activities by documenting workflows, maintaining trackers and reference materials, organizing records, supporting user testing where applicable, and following up agreed transition actions under the guidance of the supervisor. Supports the organization of logistics services, focusing on the following results: Supports the organization of freight-forwarding services, including preparation of shipment information, collection of quotations from freight forwarders, delivery tracking with Country Offices, and coordination on destination warehousing arrangements where applicable, while ensuring that decisions and commitments are made by duly authorized personnel. Supports post-PO shipment coordination with suppliers, freight forwarders and Country Offices. Assists with shipment tracking, delivery follow-up, resolution of routine operational issues, and escalation of complex or exceptional matters. Supports coordination of shipping documentation and applicable Green Light or shipment-clearance processes. Contributes to knowledge-sharing on procurement services for health commodities to UNDP Country Offices, focusing on the following results: Supports consistent application of Quality Assurance and other relevant UNDP policies and procedures in close collaboration with the Quality Assurance and other GHSC Teams. Assists in preparing and maintaining practical health procurement tools, guidance materials, process notes and reference resources. Assists the planning, coordination and delivery of webinars, training events and learning sessions to strengthen procurement knowledge and capacity The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.