Procurement Associate

**Description**:
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.
- Through the Regional Office (RO) for Americas and the Caribbean, country offices (COs) and multi-country office (MCO) across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights particularly for marginalized groups of women. Other programmes in the region involve partnering with women in their efforts to engage in peace and reconstruction efforts and push for gender equality (GE) provisions integral to preparing for, mitigating, and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sector.
- Reporting to the Procurement Specialist of the Regional Office and under the overall guidance of the Chief of the Procurement Section in Headquarters, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results
- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

**Responsibilities**:
**Implement administrative and procurement-related strategies in accordance with UN Women rules, regulations, and policies**:

- Ensure compliance of procurement activities with UN Women rules, regulations, policies, and strategies; implement effective internal control, proper functioning of a client-orient procurement management system, and business process mapping;
- Coordinate the implementation of corporate procurement management policies and strategies in support of cost saving and operations for the RO and COs in the region;
- Follow up with internal and external audits and ensure that appropriate response is provided, and actions are taken regarding all aspects of procurement management.

**Manage procurement processes for the Regional Office, Multi Country Office, and Country Offices**
- Develop and update the roster of suppliers and support the implementation of supplier selection and evaluation
- Support the program staff in the preparation of the procurement plans related to their projects
- Coordination and consolidation of the organization´s requirements to identify the need for the establishment of Long-Term Agreements (LTA´s)
- Review procurement requests and initiate procurement procedures for the Regional Office and Country Offices
- Organize and manage procurement processes including the preparation of Mini Bids, Request for Quotations (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFPs) documents, receipt of quotations, bids or proposal, prepare requests for award of contracts for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules;
- Perform Procurement Case Manager Role in ERP system (Quantum), prepare/close Purchase Orders (POs) and contracts,
- Prepare submission to the Procurement Review Committee (PRC)
- Ensure the supplier evaluation reports are recorded with respect to delivery performance and commercial acceptability,
- Ensure the asset list related to procurement purchases is registered in cooperation with the regional office asset focal person.
- Follow up with internal and external audits and ensure that appropriate response is provided, and actions are taken regarding all aspects of procurement management.
- Serves as Alternate Secretary to the Regional PRC;
- Support the Procurement Specialist in organizing joint procurement processes for the UN agencies in line with the UN reform.

**Manage the organization of logístical services for events within the regional office**:

- Organize and coordinate the travel requests for events participants including purchase of tickets for meeting participants and Daily Subsistence Allowance (DSA) calculation.
- Organize hotel r