TA Procurement Clerk - Caracas

III. Functions / Key Results Expected

Summary of key functions:

Support in the implementation of operational strategiesSupport to procurement processesImplementation of sourcing strategySupport to knowledge building and knowledge sharing

1. Ensures the supporting of the 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 preparation of procurement team results-oriented workplans.

2.  Supports procurement processes for CO, NIM/DIM projects, UN House and at the request of other Agencies focusing on achievement of the following results:

Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals.Assistance in prioritizing procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/Assistant.  Tracking of all procurement processes up to delivery, acceptance and payment.  Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met.Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with CO SOP.Extracting, inputting, copying and filing data from various sources.Compilation of information for preparation of cost-recovery bills for procurement servicesPrepare Diplomatic Exonerations Letters

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

Keep update vendors rosters listSupports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:Participation in the training courses for the operations/projects staff on Procurement.Sound contributions to knowledge networks and communities of practice.

V. Competencies and Critical Success Factors

Ability to perform a variety of repetitive and routine tasks and duties related to procurementAbility to review data, identify and adjust discrepanciesAbility to handle a large volume of work possibly under time constraintsGood knowledge of administrative rules and regulationsDetailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as requiredAbility to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of serviceAbility to organize and complete multiple tasks by establishing prioritiesCollects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data basesThoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiativeTransmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracyInterprets data, draws conclusions and/or identifies patterns which support the work of othersCreates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet softwareEdits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correctionShows sound grasp of grammar, spelling and structure in the required languageEnsures correspondence, reports and documents comply with established UN standardsAbility to produce accurate and well documented records conforming to the required standardOrganises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationshipsPlans, coordinates and organises workload while remaining aware of changing priorities and competing deadlinesDemonstrates ability to quickly shift from one task to another to meet multiple support needsEstablishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

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