Job Code Title: Asset and Procurement Associate
Pre-Classified Grade: ICS-6
Supervisor: Regional Programme Coordinator
Under the overall guidance of UNODC Regional Representative for the Middle East and North
Africa, and the direct supervision of the Regional Programme Coordinator at UNODC Regional
Office in Cairo, the Asset and Procurement Associate ensures the execution of transparent and efficient procurement services and processes under the Regional Programme and its related
Sub-Programmes and Country Programmes . The Asset and Procurement Associate promotes a client-focused, quality and results-oriented approach in the Regional Office and outposts and ensures application of relevant rules and regulations.
The Asset and Procurement Associate can supervise clerical and support staff of the
Procurement Unit. The Asset and Procurement Associate works in close collaboration with the operations, programme, IT, finance and project teams in UNODC ROMENA and outposts, as well as with relevant offices in UNODC HQ for solving procurement-related issues.
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Summary of Key Functions:
 Organization of procurement processes
Implementation of procurement processes
Implementation of sourcing strategy
Control of Regional Office and outposts Assets
Provision of logistical services
Facilitation of knowledge building and knowledge sharing
1. Organizes procurement processes for UNODC ROMENA Office and its outposts focusing on achievement of the following results:
 Preparation of procurement plans for the office and projects and their implementation monitoring.
 Organization of procurement processes especially preparation and conduct of request for quotations (RFQs), Invitation to Bids (ITBs) and request for proposals (RFPs) including preparation of RFQs, RFPs and ITBs, terms of reference, advertisement, receipt of proposals as well as assisting in preparation of technical evaluation reports, conducting
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 reference checks and compiling all needed documents for submission to UNDP country office in full compliance with UNDP rules and regulations.
Assist in conducting negotiation of certain conditions of contracts in full compliance with
UNDP rules and regulations.
Preparation of Individual contracts including procurement notices, terms of reference, advertisement, screening of proposals, evaluation of proposals, conducting reference checks, compiling all needed administrative documents and liaison with UNDP country offices in full compliance with UNDP rules and regulations.
Preparation of miscellaneous financial obligations/purchases for individual, institutional and professional contracts on the Field Office Subcontracts and Grants Management and follow up on obligations/purchases on the Field Office Management Ledger.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) at UNDP country offices.
Presentation of reports on procurement cases for UNODC Regional Office.
2. Ensures implementation of the procurement processes focusing on achievement of the following results:
 Full compliance of procurement activities with UNODC/UNDP rules, regulations, policies and strategies.
 UNODC Regional Office Procurement business processes mapping and elaboration of the content of internal Management Instructions on Assets and Procurement in consultation with the direct supervisors.
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
 Development and update of the rosters of suppliers of goods and services, implementation of supplier selection and evaluation.
4. Ensures proper control of the Regional Office and its outpost Assets , focusing on achievement of the following results:
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Entry of ROMENA assets and inventory into the system, and coordinate on monthly basis with the outposts to ensure maintenance of their assets and inventory databases.
Implementation of Inventory and physical verification control in the Regional Office and its outposts on a quarterly basis.
Submission of write off cases of fixed assets to the Property Survey Board (PSB) in
Vienna.
Implementation of PSB decisions with regards to the disposal of fixed assets.
Preparation of the annual inventory and fixed assets reports.
5. When required, ensures organization of l ogistical services focusing on achievement of
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Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; conference facilities arrangements.
Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
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Organization of trainings for the operations/ projects staff on procurement and asset management.
Synthesis of lessons learnt and best practices in procurement and asset management.
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The key results have an impact on the overall execution of the Regional Office procurement and asset management services and success in implementation of projects; Accurate analysis and presentation of assets and procurement information; Duly organized asset management and procurement processes; Ensure client satisfaction and overall timely delivery of UNODC programmes and projects.
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Building Strategic Partnerships
Level 1.1: Maintaining information and databases
 Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
 Researches best practices and poses new, more effective ways of doing things
 Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
 Understands the main processes and methods of work regarding to the position
 Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
 Strives to keep job knowledge up-to-date through self-directed study and other means of learning
 Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
 Documents ‘best practices’ in organizational change and development within and outside the UN system
 Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
 Uses information/databases/other management systems
 Provides inputs to the development of simple system components
Client Orientation
Level 1.1: Maintains effective client relationships
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 Reports to internal and external clients in a timely and appropriate fashion
 Organizes and prioritizes work schedule to meet client needs and deadlines
 Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
 Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
 Gathers and disseminates information on best practice in accountability and resultsbased management systems
 Prepares timely inputs to reports
 Maintains databases
 Demonstrating/safeguarding ethics and integrity
 Demonstrate corporate knowledge and sound judgment
 Self-development, initiative-taking
 Acting as a team player and facilitating team work
 Facilitating and encouraging open communication in the team, communicating effectively
 Creating synergies through self-control
 Managing conflict
 Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
 Informed and transparent decision making
Education: Secondary Education with specialized training in procurement.
University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience: 6 years of progressively responsible administrative or procurement experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance
Language Requirements: knowledge of automated procurement systems, experience in handling of web based management systems.
Fluency in English and Arabic.
Interested candidates should submit their duly filled P.11 form along with a covering letter as to
Why they think they are the most suitable ones for this position, to hr.egypt@unodc.org by COB
Thursday 24 June 2015 , with the title in the subject line.
Applicants who do not meet the above requirements are highly discouraged to apply as they will not be considered for the position.
Only short-listed candidates will be contacted.
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