- Ensures implementation of the operational strategies focusing on achievement of the following results:
q Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
q CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
q Preparation of procurement plans for the office and projects and their implementation monitoring.
q 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.
q Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. . Buyers profile in Atlas.
q Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
q 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.
q Presentation of reports on procurement in the CO.
q Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
q Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
q Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Support to Procurement Unit and External UN Agencies in handling Service Contracts and Internship Programme.
q Implementation of Service Contracts and Interns recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, preparation of interviews/ participation in interview panels, Candidates background checks, Preparation of offers.
q Trace and obtain position cuttings from newspapers and file them for records.
q Arrange for Entry Medical Examinations for all Service contract holders and interns and ensure that selected candidates are medically cleared and have valid medical insurance.
q Do briefing to newly employed Service Contract holders and Interns.
q Prepare contracts for Service Contracts holders and interns
q Open and maintain Service Contracts holders and Interns records/files both electronically and in hard files
q Translating rules and regulations governing the management of Service contracts and Internship Programme, hence, acting as an advisor for this recruitment modality.
5. Ensures organization of logistical services focusing on achievement of the following results:
q Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
q Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
q Organization of trainings for the operations/ projects staff on Procurement.
q Synthesis of lessons learnt and best practices in Procurement.
q Sound contributions to knowledge networks and communities of practice.