Background
UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.
In UNDP Solomon Islands, the Strengthening the Electoral Cycle in the Solomon Islands Project (SECSIP) Phase III, launched in September 2021, aims to enhance democratic development by strengthening the sustainability of electoral processes in the Solomon Islands. SECSIP provides technical and institutional support to the Solomon Islands Electoral Commission (SIEC) and its Electoral Office to ensure credible elections and long-term electoral reform.
As part of this support, SIEC has been engaged in electoral reform efforts guided by the Electoral Reform Strategy Framework (ERSF) 2019-2023 and the SIEC Corporate Plan 2019-2023. These efforts led to the successful conduct of the 2024 Joint Elections, where national, provincial, and Honiara City Council elections were held simultaneously for the first time. Following the elections, SIEC conducted a comprehensive post-election review, gathering insights from key stakeholders to inform future electoral improvements.
Also, UNDP Solomon Islands has got another Project in place named the Advancing Meteorological Observation Systems for Resilient Development (AMOS-RD) to address the severe climate-related risks impacting the country's economy and livelihoods, particularly in rural and coastal communities.
As overall impact, the AMOS-RD project will directly contribute to increasing the resilience of vulnerable communities and economic sectors in the Solomon Islands by improving weather forecasting and early warning capabilities essential for informed decision-making and disaster preparedness. The outcome would be sustained compliance with GBON and, as a result, contribute to lessening the impacts of hydrometeorological disasters, both nationally and globally. Overall, the project will contribute to Outcome 1 of the UN Pacific Strategy 2023- 2027 and responds to Strategic Goal No. 4 of the National Development Strategy of Solomon Islands, which calls for resilient and environmentally sustainable development with effective disaster risk management.
The Projects SECSIP and AMOS anticipates heavy procurement activities for a variety of Goods, Services, and Civil Works in the coming years. Hence, UNDP Solomon Islands is looking for a Project Procurement Associate who is enthusiastic, motivated and committed to making a positive contribution to these two Projects. Also, the Project Procurement Associate will work in close collaboration with the Operations, Programme and other Project teams in the CO, MCO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
Duties and Responsibilities
The Project Procurement Associate will work under the direct supervision and guidance of the Procurement Analyst and matrix report to the Chief Technical Advisor, SECSIP Project and Portfolio Specialist, AMOS Project. The Project Procurement Associate will also work in close collaboration with the Operations Team, SECSIP Project team and AMOS Project team at the UNDP Office in Solomon Islands as well as procurement focal points under the Multi Country Offices.
Ensures administration and implementation of the operational strategies, primarily for AMOS and SECSIP, focusing on the achievement of the following results:
Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system. CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement workflows. Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management. Provision of researched information for formulation and implementation of e-tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation and quality management.Organizes procurement processes for CO, primarily for AMOS and SECSIP, focusing on achievement of the following results:
Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum. Buyers profile in Quantum. Support Projects Staff for the preparation of procurement plans and formulating strategic Procurement by establishing LTAs for frequently required Goods and Services to reduce Procurement transactional costs and ensure value for money. Preparation and submission of case presentations to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (ACP) and Advisory Committee on Procurement (ACP). Implementation 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. Presentation of researched information on procurement in the CO. Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies. Organization of joint procurement processes for the UN Agencies in line with the UN reform.Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.Ensures proper control of CO Assets focusing on the achievement of the following results: Preparation of inventory reports:
Implementation of Inventory and physical verification control in the CO and projects.Ensures organization of logistical services focusing on achievement of the following results:
Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on the achievement of the following results:
Organization of training 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. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.Competencies
Core competencies
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: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competencies
Business Management
Communication - Communicate in a clear, concise, and unambiguous manner both through written and verbal communications; 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. Project Management - Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals 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 fulfil 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.Procurement
Contract Management - Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement Management - The ability to acquire goods, services or works from an outside external source Sourcing - Ability to find, evaluate and engage suppliers of goods and services Strategic Sourcing - Knowledge of strategic sourcing concepts, principles and methods and ability to apply this to strategic and/or practical situationsRequired Skills and Experience
Education:
Secondary education is required. 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 3 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:
Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. Demonstrates integrity by modelling the UN’s values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation (UNDP core ethics) impartiality. Promotes the vision, mission, and strategic goals of UNDP. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback, timely responses queries. Consistently approaches work with energy and a positive, constructive attitude. Demonstrates good oral and written communication skills. Demonstrates openness to change and ability to manage complexities. Experience in the Quantum software will be an added advantage. At least 3 years in managing public sector procurement of goods and services would be an advantage. A minimum of 1 year procurement experience for pharmaceutical and non-pharmaceutical products. Procurement and/or administrative support experience in the UN or other international organizations. Experience in the development projects in the international organizations. Ability to oversee timely implementation of procurement related tasks and to provide the necessary trouble shooting to keep delivery of services on schedule. Ability to formulate and manage procurement related budgets, bidding and evaluation documents, as well as all other relevant analytical and documentary reporting tools. Ability to accurately and thoroughly assess risks related to procurement and contracting. Ability to implement new systems and affect staff behavioural/ attitudinal change.Required Languages
Fluency in English and Pidgin is required.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.
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.
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