II. Organizational Context
Under the guidance and direct supervision of the Operations Manager the Procurement Specialist is responsible for the daily operations and management of the Procurement Unit to ensure effective delivery of procurement services in order to obtain best value for money and supporting the programme delivery requirements in excess of $80 Million a year. He/she analyzes and interprets UNDP Procurement guidelines, the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement in a rapidly changing politically charged post-conflict environment. The Procurement Specialist promotes a collaborative, client, quality and results-oriented approach in the Unit.
The Procurement Specialist supervises and leads all staff in the Procurement Unit and works in close collaboration with the operations, programme and projects teams in the CO, UNDP HQ and other stakeholders (such as Government officials, beneficiaries and donors) to successfully deliver procurement services.
In addition to international procurement of high value goods in diversified sectors such as security, electricity, transport etc, the incumbent will be responsible for contracting non-governmental organizations (NGOs) for specific activities and strategic UNDP initiatives in the key sectors of Governance and Human Rights, private sector firms and individuals.
Duties and Responsibilities |
Functions / Key Results Expected
Summary of key functions and Expected Results:
1. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
- CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures in Procurement and Logistics, control of the workflows in the Procurement Unit.
- Elaboration and implementation of cost saving and reduction strategies.
- Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
- Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
- Managing reporting requirements to Senior Management on delivery of procurement services.
2. Manages and guides procurement processes for CO, NEX/DEX projects, and at the request of other Agencies focusing on achievement of the following results:
- Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation.
- Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
- Implementation of proper monitoring and control of processes for acquisition of individual contractors under Special Services Agreements (SSA) and Reimbursable Loan Agreement (RLA).
- Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Management of procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas (UNDP's ERP software) for Purchase orders approval.
- Elaboration of the internal control system which ensures that Purchase orders are duly prepared and dispatched.
- Timely corrective actions on POs with budget check errors and other problems.
- Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
- Implementation of harmonized procurement services and, introduction of joint procurement for the UN Agencies, as necessary.
3. Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
- Development of ATLAS educated environment in the CO.
4. Ensures organization of logistical services focusing on achievement of the following results:
- Coordination of shipments arrangements, customs clearances.
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization of trainings for the operations/ projects staff on Procurement.
- Synthesis of lessons learnt and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.
6. Provides Programme support focusing on the achievement of the following results:
- Sound contribution to Country Projects during the Planning and Implementation stage.
- Participation in project negotiations, LPAC reviews and PD formulation.
7. Provides leadership to the Unit, leading and mentoring a team of international and national staff towards achievement of the following objectives:
- Establishment / enhancement of framework for the Unit to deliver the services.
- Enhance capacity and skills development of the staff through training and innovative measures.
Impact of Results
The key results have an impact on the overall CO efficiency in procurement management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects. |
Competencies |
Strong corporate responsibility and commitment:
- Serves and promotes the vision, mission, values and strategic goals of UNDP
- Makes significant contribution and encourages team contributions to corporate policies, practices, priorities or initiatives led by UNDP
- Responds flexibly & positively to change through active involvement
Organizational Effectiveness & Expertise
- Demonstrates technical knowledge and professionalism to meet responsibilities with excellence
Conceptualises and analyses problems to identify key issues, underlying problems and how they relate - Is motivated & demonstrates a capacity to pursue personal development & learn
Results-Orientation:
- Plans and produces quality results to meet established goals
- Generates innovative, practical solutions to challenging situations.
Teamwork and Teambuilding skills:
- Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others
- Responds flexibly & positively to change through active involvement
- Excellent Team player.
- Strong leadership skills to lead a team of national and international staff
Planning and Organizing:
- Plans and prioritizes work activities to meet organizational goals and
- Organizes and oversees work processes efficiently to achieve quality results
Client Orientation:
- Ability to identify client’s needs and offer appropriate solutions;
- Ability to establish and maintain productive partnerships with clients
- Strives for quality client-centered services (internal/external) when making decisions and taking action
Communication:
- Communicates clearly and effectively.
- Demonstrates strong oral, written and negotiation skills
Commitment to Continuous Learning
- Promotes a learning environment in the office and facilitates development of individual and team competencies
- Empowers staff to address their development needs and promotes an open atmosphere of mutual feedback and support
Political, cultural sensitivity, commitment to diversity.
- Communicates effectively with and relates to people of different cultures, demonstrating an ability to see issues from other perspectives
- Recognizes & responds appropriately to the ideas, interests, & concerns of others; gives credit to the contributions of others
Computer skills:
- Uses Information Technology effectively as a tool and resource
- Proficiency in MS Office and standard organizational IT based tools
- Excellent working knowledge of ATLAS Procurement and Asset Management Module.
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Required Skills and Experience |
Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
- Proven strong procurement management experience in large DIM/DEX country office.
- At least 5 years progressive professional experience in procurement, budget, general administration or must have held similar positions in other international organizations.
- A good combination of HQ and CO experience a plus knowledge and understanding of relevant UNDP administrative, financial and accounting policies and procedures.
- Proven conceptual analytical and evaluative skills and ability to conduct independent research and analysis, identifying issues, formulating options and making conclusions and recommendations to management.
- Knowledge of Atlas and UNDP certification in procurement required.
Language Requirements:
- Fluency in both written and spoken English language is essential.
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. |
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