CHIEF, REGIONAL ADVISORY COMMITTEE ON PROCURMENT (FUNCTIONAL TITLE CHAIRPERSON)
|Application Deadline :||24-Jul-12|
|Type of Contract :||FTA International|
|Post Level :||P-5|
|Languages Required :||
|Starting Date :|
(date when the selected candidate is expected to start)
|Duration of Initial Contract :||One year initially (Fixed-Term)|
Under the overall guidance and working closely with the Chairperson of the Advisory Committee on Procurement, the Chief, referred to functionally as the Chairperson, Regional Advisory Committee on Procurement (RACP) will be responsible for reviewing all procurement actions exceeding the authority level of Resident Representatives in RBAP and making recommendations to the Regional Chief Procurement Officer (RCPO), up to his/her delegated authority.
In addition to reporting to the Chairperson of the ACP on corporate procurement oversight and procurement technical aspects, he/she will have matrix reporting to the Manager at the RBAP-RC in Bangkok , who has also been delegated the RCPO function, on all matters related to country office and regional support and day to day management and supervision. The incumbent will also be responsible for building the capacity of local contracts committees at the country level to mitigate UNDP procurement risks.
Duties and Responsibilities
Summary of key functions:
- Oversight of the of regional procurement contract awards for UNDP operations as Chair of RACP;
- Ensuring consistency, compliance and a high level of professionalism across procurement oversight across the region;
- Interaction with RRs/ DRRs on country procurement submissions to RACP to strengthen; procurement capability;
- Contribution to the development of procurement policy and tools
- Contribution to knowledge sharing & professionalization of the procurement function.
Oversight of regional procurement contract awards for UNDP operations as Chair of Regional Advisory Committee on Procurement (RACP)
- Chair the meeting of the Regional Advisory Committee on Procurement (regular and ad hoc) and submit the cases to the RCPO with recommendations;
- Review submissions prior to the meetings of the Regional Advisory Committee on Procurement and, when necessary, request clarification and additional information from the country offices
- During Regional ACP deliberations, lead the meeting to apply the risk management framework to each case in order to analyze potential financial or legal risks, propose strategies for mitigation where relevant and ensure value for money;
- Recommends for rejection or withholding incomplete or non-compliant submissions and informs the RR of the reasons with a formal record and written response;
- Link relevant PSO advisory and support services to CO teams where submissions have been deferred or rejected, or where the Regional ACP assesses a high level of risk present;
- Synthesize lessons learned from regional CAP and ACP meetings and present these to the PSO management team with a view to their inclusion in revisions of policies, procedures and/or procurement practice guidelines.
- Respond to urgent requests from COs for assistance and convene ad hoc Regional ACP meetings when this can expedite critical procurement processes specifically under UNDP’s Fast-Track Policy (FTP).
Ensure consistency, compliance and a high level of professionalism across procurement oversight in the region. The tasks involved are as follows:
- Develop checklists and guidelines for managing risks and ensuring consistency and quality control in procurement processes;
- Analyze Ex-Ante submissions for complex procurement programmes or where significant deviations from existing guidelines are required to account for local conditions;
- Regularly review the records and documentation of CO CAP meetings to maintain oversight over decision-making processes and contractual transactions at the CO level; maintain contact with CO CAP committees for a regular exchange of information and to provide advice;
- Train Regional ACP and CAP members to build their capacity on procurement review and risk assessment.
Development and management of strategic partnerships with CO senior management and Regional ACP to strengthen CO procurement capability. The tasks involved are as follows:
- Develop and maintain strategic partnerships with CO senior management (RRs, CDs and DRRs as appropriate) in the region based on RACP’s work to improve the CO procurement capability;
- Promptly notify the CO senior management on sensitivities of any cases that have been rejected or deferred by the RACP, specifying the reasons at the meeting and, thereafter, in the written minutes.
- Assess the procurement capacity of the country offices in the region through the Procurement Dashboard.
- Conduct spending analysis of each country office based on CAP and RACP records and discuss with PSO for necessary action on improving CO procurement capacity.
Contribution to the development and updating of procurement policy and tools
- Contribute to the development of new policies in close collaboration with the Procurement Support Office.
- Disseminate to the country offices in the region, best practices in procurement in collaboration with the Procurement Support Office.
- Work with the Procurement Support Office to develop generic and standardized systems, processes, tools and documents to assist COs in the region to improve efficiency and effectiveness of its procurement function.
Contribution to knowledge sharing & professionalization of procurement. The tasks involved are as follows:
- Facilitate the professionalization of the procurement function in collaboration with the Procurement Support Office.
- In cooperation with the Procurement Support Office organize and support regional procurement workshops, to share best procurement practices.
- Collaborate regularly with Chairpersons, RACP in other regions to share experience and expertise and to contribute to problem-solving in procurement practice across the regions.
- Contribute to the interactions concerning procurement on UNDP networks and support procurement knowledge acquisition and practice.
- Through regular contact with senior procurement counterparts from other UN agencies in the region, support optimum synergies between agencies.
Impact of Results
The results of the work of the Chairperson, Regional ACP greatly impacts on the standing and reputation of UNDP. Procurement forms a major share of programme delivery and all stakeholders are eager to know that funds have been used effectively and efficiently. As the Chairperson of the Regional ACP, the incumbent in cooperation with other members ensures risks are mitigated and that procurement actions are in accordance with rules and regulations and represents value for money.
Best practices are shared with procurement practitioners that facilitate expediting the delivery and helps in improving the procurement capacity of the country. As Chairperson of the Regional ACP, the incumbent liaises with all the RRs and senior managers of the bureau on all procurement issues.
- Demonstrates commitment and integrity in line with UN values and ethical standards;
Promotes the vision and mission of UNDP;
- Displays cultural, gender, religious, ethnic, national and age sensitivity and adaptability.
Management and Leadership
Demonstrates strong leadership capability for complex multi-faceted programmes involving the direction and support to staff teams and effective partnerships with a wide range of internal and external stakeholders;
- Demonstrates strong leadership capability for complex multi-faceted programmes involving the direction and support to staff teams and effective partnerships with a wide range of internal and external stakeholders;
- Focuses on impact and results for the client and responds positively to feedback;
- Shows effective problem-solving and conflict resolution skills;
- Consistently approaches work with energy and a positive attitude;
- Demonstrates strong oral, written communication and presentation skills;
- Able to perform effective coaching, mentoring and facilitation roles;
- Builds strong relationships with clients and external partners;
- Strong self-management skills to plan, manage, and deliver results;
- Remains calm under pressure.
Development and Operational Effectiveness:
- Demonstrated knowledge and understanding of best practices in public procurement in a UN headquarters and developing country context as well as related issues and challenges;
- Demonstrated knowledge and understanding of best practices and challenges in managing e-procurement systems;
- Strong research and analytical skills in relation to developing tools, methods and approaches to support improved practices and business processes;
- Able to lead strategic planning, results-based management and reporting processes;
- Able to lead procurement processes using standard and ‘cutting edge’ procurement methods and tools;
Knowledge Management and Learning:
- Promotes a knowledge sharing and learning culture in the office;
- Understands development issues with special emphasis on procurement and governance issues;
- Knowledge of UNDP and WB/IDB procurement procedures and ability to analyze procurement submissions
- Capacity to develop new initiatives in the domain of procurement by providing policy advice and solutions.
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan, applies new acquired skills and is able to draw lessons from professional/personal experience and integrate new learning into overall approach to work.
- Strong interpersonal, team-based and presentational skills in a multi-cultural, multi-disciplinary and multi-sectoral environment;
Required Skills and Experience
- Advanced university degree in Business Administration, Law, Engineering or any other relevant field.
- UNDP country office experience preferably as Operations Manager.
- Experience in ERP procurement module highly desirable;
- At least ten years professional experience in procurement or procurement related functions.
- Procurement Certification from a well known institution is highly desirable.
- Ability to work in English. Knowledge of another UN working language is a distinct advantage.
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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.