Organizational Context & Job Purpose
1) Ensures provision of a broad range of advisory services to programme, projects, other UNDP units and associated Agencies in a complex and difficult operating environment focusing on achievement of the following results:
- Provisions of goods and services required by the organization;
- Advises clients on the formulation of unit's procurement plans to ensure consistency with the organization's programmatic strategy;
- Anticipate procurement needs by advising clients during the formulation of the project documents;
- Supports the Operations Manager in proactively addressing complex procurement matter while providing advice to projects and management;
- Assesses risks and formulates proposals that facilitate decision-making process and contribute to effective implementation of overall procurement strategy;
- Serves as an advisor on procurement activities during all phases of the procurement cycle;
- Analyzes and evaluates procurement plans to harmonize strategies and ensure appropriateness and consistency with organizational needs;
- Supports the Operations Manager in providing advice on correct interpretation of contract terms and clauses, penalties, handling of guarantees, and any other issues related to contracts or purchase orders;
- Technical advice to counterpart agencies in procurement procedures;
- Proactively coordinates information sharing with UN family to identify areas of potential synergy for the benefit of the UN family which will have financial gains and improves image of the UN.
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration 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 (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office;
- Elaboration and implementation of cost saving and reduction strategies;
- Conceptualization, elaboration and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
- Conceptualization, elaboration and implementation of strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
- Effective planning, development and coordination of procurement operations and scheduling for projects and UN Agencies;
- Lead the procurement team of the office including projects and global funds in organizational aspects and tasks assignment according to the work plan of the Country Office (CO) and Projects;
- Development of necessary solicitation and contracting documentation, in compliance with UNDP procurement standards and procedures;
- Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation;
- Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
- Coordination and advice in formal evaluation of bids, processing of technical clarifications on behalf of evaluation committee and finalization of commercial evaluation of bids;
- Preparation and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), including active coordination and resolution of any issues;
- Management and monitoring of procurement contracts.
- Elaboration and implementation of the internal control system, which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
- Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
- Maintenance of auditable procurement and contracting records in compliance with UNDP standards;
- Supervision of preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies and/or projects in close collaboration with the Finance Specialist;
- Monitoring of contract executions, delivery periods, contract amendments and contractor performance and coordination with technical teams on certification of work for compliance with contractual terms and for payment;
- Identification of procurement bottleneck/issues and provision of strategic advice to management ensuring remedial action is taken;
- Establishment and implementation of harmonized procurement services and elaboration of proposals on common services, introduction and management of joint procurement for the UN Agencies in line with the UN reform.
- Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
- Verify and analyze local and regional markets for capacity/availability of requirements based on competitive prices and quality;
- Management of the e-procurement system.
- Organization of training and knowledge building for the operations/ projects staff on Procurement;
- Organization of trainings for project partners on Procurement, as required;
- Synthesis of lessons learned and best practices in Procurement.
- Job Knowledge/Technical Expertise
- Effective Sourcing of Goods and Services
- Contract and Supplier Management
- Master's Degree or equivalent in Business Administration, Procurement and Supply Chain Management, Engineering, Finance or related field from an accredited college or university.
- Professional certification in supply chain management or procurement from a recognized institution such as CIPS.
- 5 years of progressive relevant experience at national and international level in public, government and/or UN procurement management;
- Demonstrated knowledge and experience in purchasing methods and procedures and techniques of specification writing;
- Demonstrated knowledge and experience in sourcing a variety of goods, works and services and experience in methods of analyzing procurement needs;
- Experience with and knowledge of UNDP Procurement Policies and Procedures, rules and regulations are desirable;
- Proven experience of managing a procurement team/unit
- Prior experience in crisis working environment/post conflict settings will be an asset.
- Fluency in English.
- Knowledge of another official UN language is considered an asset.
- Computer proficiency, including working knowledge of MS Office products (Word, Excel, PowerPoint), web-based management systems;
- Knowledge of ATLAS Finance Module, internal financial management and control framework(s) is desired.
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Contract Duration: One (1) Year with possibility of extension