ORGANIZATION:UN WOMEN:
Location : New York, UNITED STATES OF AMERICA
Additional Category Management
Type of Contract : Internship
Post Level : Intern
Languages Required : English
Expected Duration of Assignment : Six Months
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Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Under the guidance and direct supervision of the Chief of Procurement, the Procurement Intern will assist in execution of procurement services at Headquarters HQ maintaining the effectiveness, transparency and integrity of the organization. The Procurement Intern will assist in the review, development, implementation of procurement policies throughout the organization. The incumbent will assists the Chief of procurement in Procurement Practice, in assisting client and partner relationships. Training will be provided in assisting with various procurement activities by the procurement Support Unit (PSU).
The purpose of the Procurement knowledge management and policy intern is to support the procurement unit and assist in revising the UN Women Procurement & operations manual. Assist the Organization’s procurement and support practice; articulating strategy, policy, and processes; enabling oversight; and developing procurement and support chain knowledge networks and training tools to strengthen skills in public procurement while advancing sustainable practices.
Duties and Responsibilities
Summary of Key Functions:
- Assist in the Implementation of procurement and operational strategies;
- Assist in the Procurement planning process;
- Support the procurement cycle, identify and create a benchmark with other UN Agencies;
- Assist with LTA and contract management;
- Underpin in the Procurement services to clients;
- Support the timely, effective and accurate procurement services to clients;
- Support supplier relationship and UN Women representation;
- Assist in the facilitation of day-to-day technical support and Procurement activities;
- Assist in the review and monitoring procurement processes and establish check list(s) of the process to develop training materials;
- Knowledge building and knowledge sharing.
Description of Functions:
Ensures assistance in the Implementation of procurement and operational strategies focusing on achievement of the following results:
Full compliance of procurement activities with UN Women rules, regulations, policies and strategies;
Support the office’s procurement business processes mapping and the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and management;
Support PSU in all activities aimed at enhancing business processes, such as improving existing; documents/templates or developing new ones where necessary, among other tasks.
Ensures assistance with the Procurement planning process focusing on achievement of the following results:
- Assist in Preparation of technical specifications/TOR;
- Underpin internal clients on best technical solutions;
- Shortlists of suitable suppliers including extensive market research;
- Supply of market studies on tendered goods and services;
- Assist in the analysis of logistic solutions;
- Assist with the procurement plan to client.
Ensures assistance of the procurement cycle for ad-hoc transactions and the establishment of LTAs, focusing on achievement of the following results:
The acquisition of standard and complex goods and services for ad hoc transactions and/or establishment of Long Term Agreements (LTA’s);
Writing or completion according to standard UN Women forms of ITB (Invitation to Bid), RFQ (Request for Quotation) or RFP (Request for Proposal), with specific terms relating to each specific case for goods or services;
Review and evaluation of technical and financial of offers;
Eventual negotiations with lowest bidder;
Submission of result to supervisor and, if accepted by supervisor, write submission document to AMRC (Acquisition Management Review Committee);
Safe delivery of goods and services according to UN Women Financial Rules and Regulations and Procurement Manual, Correct and timely establishment of LTAs On ad-hoc basis, preparation of invitations to bid, evaluation of bids and submissions to UN Women Headquarters Acquisition Management Review Committee (AMRC) and support in Long Term Agreements (LTA).
Ensures support in the Management of LTAs and contracts, focusing on achievement of the following results:
Assist in the proper use of contract document, drafting of specific terms and conditions of specific contract as well as logistics requirements;
Timely corrective measures taken to ensure smooth contract fulfillment or problem solving and follow-up of delivery.
Assist in ensuring of supplier’s compliance to contract and/or Long Term Agreement;
Follow-up to ensure LTA extensions and/or fresh bidding exercises if required;
Translation of documents or slides from English to another UN language when required.
Ensures support of timely, effective and accurate procurement services to clients, focusing on achievement of the following results:
Follow-up with product developments and deadlines;
Assist with the creation of technical specifications and Inco terms in cooperation with clients, applying any corrective measures to ensure that customers’ expectations are met;
Assist with Oral/written response to routine queries from UN Women staff in the Regional Offices, Country Offices, and other stakeholders on procurement issues;
Proactive exchange of information on a variety of procurement process and transaction issues to clients;
Underpin the creation/modification of quotation; obtaining of client acceptance;
Record of all steps to ensure full transparency and accountability;
Up-to-date knowledge of relevant market developments;
Reports preparation. Analysis of procurement needs and historical procurement. Management of vendor performance.
Ensure assistance of supplier relationship and key customer accounts and provides UN Women representation, focusing on achievement of the following results:
Effective communication with existing and potential suppliers;
Monitoring of supplier’s performance & compliance;
Anticipation of customers’ needs, reporting to customers on various KPI (Key Performance Indicators) in order to maintain customers’ satisfaction, UN Women perceived as a provider of professional procurement services to business partners.
Assist in the facilitation of day-to-day technical support and advice to the procurement section focusing on the following results:
Full compliance of procurement and supply chain activities with UN Women rules, regulations, policies and strategies; implementation of the effective internal control framework, proper functioning of a client-oriented procurement management system;
Assist in the implementation strategy for the Procurement activity;
Ensure that the policies, rules and procedures related to the organization’s procurement and operations manual are incorporated into the procurement training program to help us better serve our stakeholders;
Follow up with stakeholders and request feedback to ensure effectiveness and efficiencies in trainings provided.
Support the effective communication with existing and potential suppliers;
Organize the production of annual and other periodical statistical reports including data gathering, analysis and report writing.
Ensures support in the review and monitor of procurement cycles and develop processes checklist(s) focusing on achieving the following results:
Support the Development and implementation of new systems for internal control that would ensure compliance of processes with contractual terms and conditions in close collaboration with the programme and operations teams;
Support and contribute to the development of new tools, systems, policies, manuals, templates, guidelines etc
Advance and maintain the procurement content of UN Women intranet, data content and dissemination to stakeholders;
Prepares suppliers evaluation reports with respect to delivery performance and commercial acceptability;
Business and process flows in harmony with relevant procurement policies and procedures;
Procurement related Standard Operations Procedures (SOPs).
Ensure support in knowledge building and knowledge sharing, focusing on achievement of the following results:
Support in the organization of meetings, seminars, workshops and other programs as requested to implement the Procurement activity;
Support other colleagues, sharing knowledge and expertise in Procurement services;
Synthesis of lessons learned and best practices in Procurement;
Contribute to information management and circulate procurement related information to UN Women clients;
Appropriate contract management / internal procurement tools or guiding materials for standardization and knowledge sharing purposes;
Ensure stakeholders understand the role and responsibilities of procurement professionals, build required competencies, identify and develop specific training materials;
Consideration of the current level of skills and competencies including the type and range of procurements needs of the stakeholders and procurement section;
Assessment tool to define the training needs of vendors and stakeholder to develop training plans;
Trainings for the operations/projects staff on Procurement with sound contributions to knowledge networks and communities of practice .
Impact of Results:
The key results have an impact on the overall RO efficiency in administration and procurement and success in implementation of operations strategies. Accurate analysis and presentation of information, well- organized transparent administration and procurement processes ensure client satisfaction and timely delivery of UN Women programmes/ projects. The information provided facilitates decision making of the management.
Competencies
Core values and Guiding principles:
Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Corporate Competencies:
Demonstrates commitment to UN Women’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 UN Women 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.
Required Skills and Experience
Education:
Specialized training in procurement;
Currently enrolled in a Masters Degree Programme;
Master’s in Business or Public Administration would be desirable.
Experience: Minimum 7 years of progressively responsible administrative experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems .
Language: Fluency in the UN and national language of the duty station.
UN Women Internship Policy:
UN Women internship programme does not provide a salary or remuneration for the internship;
All the expenses connected with the the internship will be borne by the intern, sponsoring Government or institution.
UN WOMEN accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;
The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed;
Interns are not eligible to apply for, or be appointed to, any post in UN WOMEN during the period of the internship or for three months immediately following the expiration date of internship;
The intern must provide proof of enrolment in a health insurance plan.
Important Application Information:
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment
Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
Note:
Application Deadline : 08-Jul-13
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowe
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