Job Description

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• 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: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

I. Position Information

Job Title: Procurement Assistant

Department: UNDP Djibouti

Reports to: Operations Manager

Grade Level: G5

Bureau: RBAS

Direct Reports: None

Position Number: 212928

Position designation:

with no mobility requirement

Duty Station: Djibouti, Djibouti

Career Track: General Service

Career Stream: Corporate Operations – Procurement

Contract Modality: FTA Local

Contract Duration: (1 year FTA.)

II. Background and Organizational Context

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Based on the UNSDCF 2025-2030 in line with Djibouti Vision 2035 and the National Development Plan 2025-2030, UNDP Country program CPD has developed a new Country Programme for 2025-2030 focus on two pillars: Governance and Social cohesion and Economic Diversification and Resilience to climate change. The main objective of UNDP Djibouti country program is to accelerate the achievement of sustainable development goals. It tackles the interrelated challenges of development, climate risks and challenges through climate change adaptation and climate change mitigation, innovative and inclusive financing, provides assistance and resilience and seeks to reduce poverty, gender inequalities, geographic inequalities, and exclusion. It promotes environmental sustainability and resilience through integrated strategies. It supports the most vulnerable and strengthens national institutional capacities for inclusive growth, poverty reduction, prevention of violent extremism, climate action, and strengthening social cohesion.

The 2025 – 2030 country program is built around two interrelated pillars that together can drive more catalytic transformative, and systemic changes and help Djibouti achieve its sustainable development goals.

• Good governance and peace
• Diversified economy and resilience

The procurement unit has key results that have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

III. Position Purpose

Under the guidance and supervision of the Operations Manager, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with Operations, Programme and project teams in the Country Office and UNDP HQ and with vendors to exchange information and ensure consistent delivery of procurement services. S/he will work closely with the office Procurement Associate to ensure timelines, quality and compliance to UNDP procurement rules.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

IV. Key Duties and Accountabilities

1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
• Provide inputs to mapping CO procurement business processes in consultation with direct supervisor and office management.

2.) Support procurement processes for CO, projects, and other UN Agencies.

• Provide inputs for preparation of annual procurement plans for the country office and projects.
• Support preparation of RFQ, ITB or RFP documents, and receive and conduct preliminary evaluation of quotations, bids or proposals.
• Prepare Purchase Orders and contracts in and outside of e-procurement, prepare recurring purchase orders for contracting services, create vendors and buyer profiles in e-procurement; and maintain the filing system in the Procurement unit.
• Prepare submissions for internal procurement review committees (CAP, RACP and ACP).
• Participate actively to the CO weekly operation meeting

3.) Contribute to implementation of sourcing strategies to find best values in the marketplace.

• Update rosters of suppliers and facilitate suppliers submission in Quantum

4.) Support procurement knowledge building and knowledge sharing in CO.

• Participate in procurement training for operations and project staff.
• Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization Supervisory/Managerial Responsibilities: None

V. Requirements: Education

• Secondary education is required. Or
• A university degree (bachelor’s degree) in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience, Knowledge, and Skills

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) in public sector procurement is required.
• Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP is required
• Prior work in public procurements within UN system organizations is considered an advantage.
• Experience in working with multiple stakeholders is desired.
• Experience in facilitating procurement-related training is desired.
• Experience in supporting mapping procurement business processes is an asset.

Language Requirements

• Fluency in French is required
• Working knowledge of English is an asset.

Expected Demonstration of Competencies

Core : Full list of UNDP Core Competencies can be found here

Achieve Results

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion

LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area Name Definition Procurement Sourcing

• Ability to find, evaluate and engage suppliers of goods and services

Procurement Financial Analysis

• Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability

Data Data analysis

• Ability to extract, analyse and visualize data to form meaningful insights and aid effective business decision making .

Procurement Procurement Management

• The ability to acquire goods, services or works from an outside external source.

Business Management

Customer

Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs.
• Provide inputs to the development of customer service strategy
• Look for ways to add value beyond clients’ immediate requests
• Ability to anticipate client’s upcoming needs and concerns

Business Management Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management

Working with Evidence and Data

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

VI. Keywords

Public Sector Procurement and Sourcing

Purchase order and contract monitoring

Data management

Financial analysis

Best value for money

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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