UNDP Jobs - 34934- Procurement Specialist, Central Procurement Unit (

Procurement Specialist, Central Procurement Unit (CPU/PSO) - Readvertized

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA International

Starting Date :

01-Mar-2013

Application Deadline :

23-Jan-13 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The Procurement Support Office (PSO) within the Bureau of Management is responsible for managing the procurement function in UNDP. The Central Procurement Unit (CPU) established under Procurement Support Office provides services for HQ Business Units and COs. CPU is managing high volume and complex projects and in 2011 procurement volume reached approximately $55 ml. One of essential and complex projects CPU engaged is to provide services to the Security Office based in HQ.

Under the overall guidance and supervision of the Chief of CPU, the Procurement Specialist is responsible for management of the security related procurement portfolio and effective delivery of required services assuring the best value for money. He/she acts as a ‘one-stop shop’ for all procurement requirements of the UNDP Security Office, including liaising with the Global Procurement Unit (GPU) in Copenhagen. He/she manages various security related projects and provides solutions to a wide spectrum of complex issues related to procurement. He/she promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist supervises and leads the support and professional staff of CPU. He/she works in close collaboration with the Management Support and Business Development, EO/UNDSS; CO Operations and Programme; and other external stakeholders (including WFP, DPKO/DFS) in order to standardize and collaborate on the procurement of security equipment and services.

Duties and Responsibilities

Summary of key functions:

Elaboration and implementation of operational strategies;
Efficient management of procurement processes;
Elaboration, introduction and implementation of sourcing strategy and e-procurement tools;
Facilitation of knowledge building and knowledge sharing;
Prepositioning stock of security related goods;
Assets Management.

Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

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.
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 Unit 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 Unit including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
Establishment of Long-Term Agreements for complex goods and services.

Ensures efficient management of procurement processes for the clients focusing on achievement of the following results:

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.
Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Management of procurement contracts and, upon delegation of responsibility, performance of the functions of Manager Level 2 in Atlas for Purchase orders approval.
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.
Supervision of preparation of cost-recovery bills in Atlas for procurement services provided to the clients.
Coordination of all procurement activities for the Security Office to be aligned with requirements in the field and a need to replenish the stocks of pre-positioned equipment.
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.

Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Management of the e-procurement system.

Ensures facilitation of knowledge building and knowledge sharing in the Unit focusing on achievement of the following results:

Organization of training for the operations/ projects staff on Procurement.
Organization of trainings for the clients on Procurement as required.
Synthesis of lessons learned and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.

Pre-positioned stock of security related goods:

Implementation of the prepositioned stock (of security related items such as vehicles, equipment and supplies pre-positioned at UNHRD hubs or at other locations for immediate deployment during a crisis) strategy approved by the SO management including stock formation, replenishment.
Oversee the overall management of SOs prepositioned items’ stock at UNHRD hubs or at other locations.
Liaise with UNHRD on deployment of items from UNHRD stock to COs including coordination of delivery with UNHRD and Cos.

Assets Management:

Assists to Security Office Asset Focal Person to: oversee the overall management and control of expendable and non-expendable UNDP assets; administer disposal of assets and subsequent renewal of inventory data; administer and execute processes and transactions ensuring accuracy of reports; ensure annual asset management certification for Security Office management of physical reconciliation of assets in Security Office and Field Offices.

Impact of Results:

The key results have an impact on the overall Unit’s efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencies

Functional Competencies:

Building Strategic Partnerships

Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.
Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved.

Promoting Organizational Learning and Knowledge Sharing

Makes the case for innovative ideas documenting successes and building them into the design of new approaches.
Identifies new approaches and strategies that promote the use of tools and mechanisms.
Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise

Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines.
Serves as internal consultant in the area of expertise and shares knowledge with staff.
Continues to seeks new and improved methods and systems for accomplishing the work of the unit.
Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally.
Demonstrates comprehensive knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Provides counseling and coaching to colleagues who are dealing with change Assists in the development of policies, communications, and change strategies.
Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design and Implementation of Management Systems

Makes recommendations regarding design or operation of systems or programmes within organizational units.
Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation

Anticipates client needs.
Works towards creating an enabling environment for a smooth relationship between the clients and service provider.
Demonstrates understanding of client’s perspective.
Keeps the client informed of problems or delays in the provision of services.
Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively.
Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management

Provides inputs to the development of organizational standards for accountability and results-based management.

Core Competencies:

Promoting ethics and integrity, creating organizational precedents.
Building support and political acumen.
Building staff competence, creating an environment of creativity and innovation.
Building and promoting effective teams.
Creating and promoting enabling environment for open communication.
Creating an emotionally intelligent organization.
Leveraging conflict in the interests of UNDP & setting standards.
Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

Masters degree (or Bachelors degree with 2 additional years of relevant work experience) with relevant experience in Business Administration, Public Administration, Finance, Economics or related field.

Experience:

5 years of relevant experience at the national or international level in procurement management required (7 years if candidate is only in possession of a Bachelors degree);
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems required;
Experience in people management desirable;
Field experience in country offices desirable;
UNDP Procurement Certification programme or equivalent procurement certification is an asset.

Language requirement:

Fluency in English required. Working knowledge of any other UN language is an asset.