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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Pasante de Bibliotecología y Archivología - Caracas

Actividades:

Bajo la supervisión del Punto Focal de Comunicaciones del PNUD, apoyará en:

Sistematizar las publicaciones ubicadas en la Biblioteca de uso interno de la oficina y de consulta pública en la Sala 1.

Clasificar las publicaciones de la oficina según tipo de publicación, materia y agencia/ institución editora.

Registrar en una base de datos todas las publicaciones que se disponen dentro de la oficina por tipo de publicación, materia y agencia/ institución editora.

Asignación de cota a las distintas publicaciones y/o ediciones.

Resultados esperados:Base de datos con información actualizada sobre las publicaciones que se disponen por tipo de publicación, materia y agencia/ institución editora.Clasificación de las publicaciones de la oficina según tipo de publicación, materia y agencia/ institución editora.Espacios destinados para el resguardo y/o consulta de las publicaciones organizados, en cuanto a material bibliográfico se refiere.Todas las publicaciones de la oficina cuenten con cota asignada.

III.Sede del trabajo

Programa de las Naciones Unidas para el Desarrollo (PNUD) en Venezuela: Avenida Francisco de Miranda, Torre HP, piso 6, oficina 6-A, Los Palos Grandes. Caracas, Venezuela.

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Asistente de Finanzas y Contabilidad, Especialista en Auditoria de Estados Financieros - Caracas

Functional Competencies:             

Building Partnerships

Level 1.1: Maintaining information and databases

Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis

Identifies and communicates opportunities to promote learning and knowledge sharing

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 (financial resources management)Possesses basic knowledge of organizational policies and procedures related to the financial resources  management and applies them consistently in work tasksStrives to keep job knowledge up-to-date through self-directed study and other means of learningDemonstrates 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

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 systemsMakes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashionOrganizes and prioritizes work schedule to meet client needs and deadlinesResponds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

Maintains databasesPrepares timely inputs to reports

Core Competencies:

Demonstrate corporate knowledge and sound judgmentSelf-development, initiative-takingActing as a team player and facilitating team workFacilitating and encouraging open communication in the team, communicating effectivelyCreating synergies through self-controlManaging conflictLearning 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

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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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