Title: Procurement Expert

​Requisition ID: 3986
Grade: L3
Country: Japan
Duty Station: Tokyo
Category: Project-funded Professional and higher
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 200 series
Indicative Minimum Net Annual Salary: 101,824 USD
Application Deadline: 18-Jun-2024, 11:59 PM (CEST)

Vacancy Announcement
THE APPOINTMENT IS LIMITED TO THE SPECIFIED PROJECT(S) ONLY AND DOES NOT CARRY ANY EXPECTATION OF RENEWAL.
Female candidates are particularly encouraged to apply.
Detailed information on the project can be found at UNIDO’s Open Data Platform: https://open.unido.org/

Organizational Context

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.

Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

Project Context

In cooperation with the Ministry of Economy, Trade and Industry (METI) of Japan, UNIDO is implementing two major technical cooperation projects, one for Ukraine and the other for Global South countries.

The project for Ukraine supports the green industrial recovery and long-term sustainable development of Ukraine through technology transfer, capacity-building and co-creation of businesses in key industrial sectors with high potential for growth and value addition, as well as with strong orientation towards socioeconomic impact and support for war-affected people.

Through the project, UNIDO will work to support the establishment of an enabling environment for the green recovery of Ukraine's industry, job creation, resilience building, EU compatibility, sustained economic growth and the strengthening of the productivity and competitiveness of priority industrial sectors with high growth potential and investment attractiveness.

The Global South project aims at providing sustainable and inclusive technological solutions with countries of the Global South through various tools and co-create innovative business models in partnership between Global South partners and Japanese technology-owning companies. This is expected to strengthen a more resilient supply of value chains and create a win-win relationship for both the Global South and Japan.

Both projects will facilitate institutional partnership building and peer learning by leveraging international expertise, best practices and innovative solutions, especially those of Japan.

The projects intend to provide sustainable and inclusive technological solutions with the target countries through various tools and co-create innovative business models in partnership with Japanese technology-owning companies.

This is expected to strengthen a more resilient supply of value chains and create a win-win relationship.

Main Responsibilities

The Procurement Expert, stationed in Tokyo, Japan, under the direct supervision of the Chief, Procurement Services (COR/PRO), shall carry out the following activities to achieve the results and outcomes of the Procurement Services.

Strategic Procurement/Grants Management:

• Serve as an expert in the fields of procurement, contracting and grants management with responsibility for carrying out a variety of supplies and service contracts, grant agreements, among others, associated with highly complex technical and legal requirements in the context of the technical cooperation projects funded by the Government of Japan;
• Assist in developing and monitoring the procurement/grants planning activities, including planning detailed procurement/grants-related actions for the projects, collaborating with Project Managers to define and specify services, goods and grants requirements;
• Provide guidance to potential bidders, clients and other stakeholders of the projects on matters related to rules and regulations of UNIDO’s procurement and grants management, whenever such needs arise.
• Advise, train and assist project team members in Tokyo for preparation of tender documentations, for instance, Call for Proposals, Terms of Reference, or Technical Specifications, etc., about UNIDO procurement rules, regulations and processes whenever needed, and on the use of SRM portal and reporting, among others;
  • Liaise with the PRO at HQs for questions or clarifications raised by bidders or relevant stakeholders in Japan, obtain appropriate information, organize them in a manner that is understandable (in Japanese, whenever required) to participating partners, and communicate/disseminate them back to the stakeholders.
  • Answer clarification questions directly to bidders whenever possible without relaying them back-and-forth with PRO at the HQs, and properly recording them in English for audit records. Provide additional explanations when requested;
    • Collaborate with relevant partners to conduct market research, surveys and analysis, keeping abreast of market developments, trends and best practices, researching innovative/new technologies and products or services; with a view to evaluate and recommend potential supply sources and refine procurement requirements to ensure, where relevant, best value for money, best practice supply chain management, and sustainable procurement;

      Tactical/Operational Procurement:

      • Prepare and coordinate the required spectrum of procurement and grants management processes, bearing in mind best practice supply chain management and procurement & contracting principles, grants management, sustainable procurement, and best value for money considerations. These include preparing bidding documents, disseminating/publishing bidding documents, arranging bid conferences; issuing clarifications or amendments to bidding documents, arranging bid opening sessions, conducting the preliminary examination, comparison and commercial evaluation of bids, reviewing the technical evaluation performed by Project Managers, arranging for contract award or any other action, and preparing all related bidding and contract documents and templates/forms, memoranda and reports;
        • Conduct due diligence work to confirm that (i) the relevant procurement request is complete, (ii) that the detailed justifications provided by the Project Manager satisfy relevant pre-conditions for invoking the relevant type of competition/waiver, and (iii) that by invoking the particular type of competition/waiver, UNIDO’s procurement principles are upheld, where procurement cases require limited international or local competition, restricted competition or exception to competition;
        • Prepare and finalize procurement and grant case submissions to the relevant authorized Procurement Official and/or the Procurement Committee for its review and subsequent approval by the Managing Director, COR, and, when required, attend meetings of the Committee to facilitate decision making processes. Conduct negotiations with bidders/contractors when required;
        • Prepare and sign purchase orders/contracts/grant agreements up to authorized limits, and, in cases where the amount exceeds such limits, submit them for approval by the relevant authorized Procurement Official, by due reference to relevant commercial & technical terms and conditions;
        • Monitor the day-to-day administrative controls in the procurement/grants management cycle and adherence to terms and conditions, service-level agreements, key performance indicators in outstanding purchase orders/contracts/agreements. Conduct amendments, cancellations and extensions of purchase orders/contracts/agreements. Inform concerned parties on contractual rights and obligations. Formulates and recommend solutions to resolve issues/conflicts which may arise.

          Procurement/Grants Management Advocacy, Advice, Training & Guidance:

          • Prepare a variety of procurement- and/or grants management-related reports, presentations, guidance notes, advocacy materials, and statistical information, among others, both in English and Japanese, as needed;
          • Collaborate with other colleagues of PRO to provide training, advisory services and capacity building measures to relevant colleagues, partners and stakeholders in Japan, both internal and external, on procurement, grants management or implementing partner agreement related rules, regulations and processes;
          • Organize, or co-organize with the UNIDO project team or other internal and external partner institutions in Japan, information sessions on UNIDO’s procurement opportunities, ongoing tender exercises, financial and procurement/grants management rules and regulations, among others, as deemed necessary;
          • Undertakes other related duties and assignments as required by the Chief, Procurement Services.

            Core Values and Competencies

            Core Values

            WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.

            WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner. WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.

            Key Competencies

            WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.

            WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.

            WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.

            WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

            Minimum Organizational Requirements

            Education:

            Advanced university (Master’s or equivalent) degree in business administration, economics, international law, public administration, commerce, or other related discipline is required. A first-level university degree in combination with five years of additional qualifying experience may be accepted in lieu of the advanced university degree.

            A minimum of UNDP CIPS Level 3 certificate or equivalent recognized qualification in procurement is desirable.

            Experience:

            • A minimum of five (5) years of professional experience in the areas of procurement, grants management, business management services, supply chain management, including experience in private industry and/or in governmental or international organizations, is required.
            • Experience in the fields of public/UN procurement policies, rules and regulations is desirable.
            • Ability to work in a multi-cultural environment is desirable.