INDIVIDUAL CONTRACTOR - PROCUREMENT CONSULTANT

Location : NEW YORK, UNITED STATES OF AMERICA
Application Deadline :18-Mar-13
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Apr-2013
Duration of Initial Contract :3 months
Expected Duration of Assignment :3 months

Background

Under the leadership of the UNDG Chair, and with the guidance of the UNDG, the overall objective of the United Nations Development Operations Coordination Office (DOCO) is to support the strategic priorities of the UNDG, and related coordination goals, and to meet DOCO’s responsibilities under the Management and Accountability (M &A) system, in furtherance of the TCPR framework. DOCO supports the UNDG at all levels to better support national partners in meeting the MDGs/IADGs and other critical national development priorities, specifically, the UNDG and its Advisory Group at Headquarters, Regional UNDG Teams, and RCs and UNCTs. In carrying out its responsibilities, DOCO works closely with other UN entities and stakeholders (including DPA, DPKO, DSS, WB, OCHA and the Policy Committee in case of crisis countries), and through various interagency mechanisms.
 
The Business Service Centre (BSC) is responsible for the effective and efficient delivery of essential business functions, to support organizational effectiveness. These functions include Finance, Human Resources, Procurement, ICT, Fund Management, Donor Liaison and Reporting and General Administration. The BSC is responsible for the management of the UN Country Coordination Fund (UNCCF) and resources to support UN Resident Coordinators (SRC funds). As the service provider of these functions in DOCO, the BSC works in support of HST, FST and the Director.
 
Under the guidance and supervision of the Chief, Business Service Centre, the Procurement Consultant is responsible for the administration and implementation of procurement services in DOCO at the request of Agencies, ensuring their efficiency, integrity and compliance with UNDP rules, regulations, policies and procedures and standards of ethics.

Duties and Responsibilities

Summary of key functions:
  • Procurement services (for DOCO at the request of other Agencies)
  • Implementation of sourcing strategy
  • Facilitation of knowledge building and knowledge sharing in procurement/travel services
Procurement services (for DOCO at the request of other Agencies)
  • Manage and guide procurement processes for DOCO.
  • In collaboration with stakeholders, prepare procurement plans for DOCO and its units. Monitor and follow up on its implementation. Keep stakeholders informed for timely action. Organize and/or initiate the procurement processes including the preparation and conduct of RFQs, ITBs or RFPs, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts.
  • Seek clarification, guidance or advice from the PSO and LSO to ensure accuracy and propriety in contracting.
  • Prepare purchase orders and contracts, recurring purchase orders for contracting of services,
  • Provide advice on procurement policies and procedures to clients and stakeholders.
  • Review procurement proposals; prepare submissions and analysis and present procurement proposals to the Contract, Asset and Procurement Committee (CAP), and the Advisory Committee on Procurement (ACP). Respond to clarifications.
  • Negotiate fees with consultant and prepare contracts and other required documents.
  • Timely preparation and dispatch of Purchase Orders, correction of any exceptions/errors.
  • Prepare annual procurement reports.
  • Collaborate with counterparts in the HST, FST and Directorate in monitoring contract milestones to ensure they are achieved and delays in performance are minimized. Alert stakeholders (DOCO) of any cost or time overrun.
  • Business unit mapping and elaboration of the content of internal Standard Operating Procedures (SOPS) in Procurement and Logistics, in consultation with the Chief, BSC
  • Process travel and expenditure claims;
  • Processes communications invoices and settlement of personal use of equipment with users;
  • Collects personal reimbursements and deposits appropriately with UNDP Treasury.
Implementation of sourcing strategy
  • Develop and manage the roster of suppliers and consultants.
  • Daily update and maintenance of DOCO’s procurement database.
  • Administer the process of supplier selection, evaluation, quality and performance measurement mechanisms.
  • Keep track and maintain a record of evaluations of best suppliers that meet DOCO standards for good procurement services and practices.
Facilitation of knowledge building and sharing in procurement/travel services
  • Organize and conduct trainings on procurement and travel processes to DOCO staff for better compliance with UNDP rules and regulations.
  • Provide training and guidance on UNDP travel policy and processes.
  • Capture and synthesize lessons learned and best practices.
  • Contribute to establishing knowledge networks and communities of practice through active collaboration and participation in procurement services’ meeting, learning events and activities
Impact of Results
 
The transparent, timely and efficient administration of procurement services on behalf of clients directly impacts the cost effectiveness of procurement and consequently establishes the credibility of DOCO as an effective service provider.
 

Competencies

Core Competencies:
  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Advocates and promotes the vision, mission, and strategic goals of the UN
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism
  • Demonstrates and promotes the values of the UN in actions and decisions and acts in accordance with the standard of conduct for international civil servants.
  • Shows willingness to work without bias with all persons regardless of gender, nationality, religion or culture.
  • Contributes effectively to team-based activities, working collaboratively and sharing information openly; works effectively with colleagues inside the UN as well as its partners and other stakeholders to pursue common goals;
  • Facilitates and encourages open communication in the team, communicating effectively.
  • Remains calm, composed and patient when facing conflict, manages conflict productively, focusing on mutually acceptable solutions;
  • Takes initiative and seeks opportunities to initiate action.
  • Actively produces and disseminates new knowledge; creates/contributes to mechanisms to collect and share knowledge
  • Actively seeks learning opportunities; demonstrates commitment to ongoing professional development
  • Proposes innovative ideas and new solutions to work.
Functional Competencies:
  • Researches best practices and proposes new, more effective ways of doing things
  • Identifies and communicates opportunities to promote learning and knowledge-sharing
  • Develops awareness of various internal/external learning knowledge-sharing resources
  • Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
  • Establishes and uses network of contacts in the organization of procurement information-sharing
  • Makes recommendations with regard to business-process re-engineering, approaches and procedures
  • Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly
  • Responds positively to new approaches; tracks problems and proposes solutions
  • Demonstrates in-depth knowledge of UNDP procurement policies, procedures and practices, and utilizes regularly in work assignments;
  • UNDP Procurement Certification programme.

Required Skills and Experience

Education
  • Secondary Education is required. University Degree in Business, Public Administration or other social science related field is desirable.
  • Specialized training in procurement.
Experience
  • A minimum of 6 years of experience in procurement management and services in a large multi-national or large international organization preferably with some experience in a UN system organization or agency.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.
Language
  • Fluency in English is required. Proficiency in another UN working language is desirable.
Application Documents
 
Offerors must complete and submit the following documentation:
Note: The CV and Offer Letter must be submitted and uploaded in a single Adobe PDF file during the electronic application.
 
Evaluation
Offerors will be evaluated on a cumulative analysis with the following weights:
  • Technical (P11 and interview) - 70%
  • Financial - 30%
Only shortlisted Offerors will be contacted for the interview.
 
Selection/award of contract will be made to the Offeror with the highest total weighted score.
 
FC: 11300 

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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.