Background
UNDP supports stabilization, state building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.
Years of conflict have damaged Afghanistan’s economic, political, physical, social and institutional structures. Reconstruction demands a secure environment in which there is credible leadership and enforced rule of law. Strong, legitimate and effective public administration structures, responsive to the needs of ordinary citizens - including the poor – are a precursor to any sustainable development. To this end, UNDP supports Afghan electoral institutions so that they can become more effective vehicles for development.
The UNDP Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) project- phase I (2006 – 2011) provided technical and operational assistance to Afghan electoral bodies throughout the 2009 Presidential and provincial council elections and 2010 parliamentary elections.
The ELECT II project commenced at the end of 2011 and comprises of long-term assistance to the Independent Electoral Commission (IEC) of Afghanistan, focusing on institutional strengthening and capacity consolidation to encourage broader democratic participation. The overarching objective of ELECT-II is to support the national electoral institutions to plan and conduct credible future elections with minimal external support.
Continuing long-term assistance through support to capacity building of national electoral authorities beyond 2010 is in accordance with Security Council Resolution 2096 (2013). This assistance is closely coordinated with UNAMA, UNDPKO and EAD.
The three key outputs for ELECT II are:
- Output 1: Institutional, operational and technical capacity of the IEC is developed to ensure well organized, future Afghan-led electoral processes.
- Output 2: The quality of the voter registry is improved to support future electoral operations.
- Output 3: Capacity of the IEC is strengthened to encourage broader democratic Participation
With regard to the Presidential and Provincial Elections on 5 April 2014 it is expected that the scope of work of the project will be amended in order to provide support to the upcoming elections in 2014 and the parliamentary elections planned for 2015
Under the supervision of the ELECT PMU Operations Manager, the Procurement Specialist will head the ELECT procurement unit comprising of international and national procurement officers. S/he shall be responsible for managing the efficient and effective planning and delivery of procurement services in order to obtain the best value for money and reach the Project targets in terms of timelines. One of the major responsibilities is to supervise the planning and implementation of procurement plan for the Elect project in consultation with project management.
The Procurement Specialist / Head of unit shall lead the Elect procurement unit and provide strategic advice to ELECT Management on how to ensure best value for money, minimize and manage risks, apply best procurement practice, facilitate efficient procurement to ensure speedy delivery while ensuring compliance with UNDP procurement rules. He/she shall analyze and interpret the procurement policies, the financial rules and regulations where procurement rules are related to, and provide appropriate and practical solutions to a wide spectrum of complex issues related to procurement.
The procurement Specialist / Head of unit shall supervise and lead the staff of the Procurement Unit.
The Procurement Specialist promotes a strategic, client-focused, quality and results-oriented approach in the Unit, and demonstrates true and seamless collaboration with the project teams and operations units in the CO. This position plays an active part in providing operational services to all project activities and will focus on identifying and implementing cost effective procurement of services. The Procurement Specialist will identify and assess potential and relevant service providers through competitive process
Duties and Responsibilities
Summary of key functions:
- Elaboration and implementation of procurement strategies, including sourcing strategies and e-procurement tools and procurement plans.
- Overall management of, and guidance to, procurement processes and practitioners
- Advisory and functional support to project implementation and timely delivery of project outputs
- Demonstration and facilitation of learning, training, knowledge building and sharing
Ensures elaboration and implementation of operational strategies focusing on achievement of following results:
- All procurement activities to be in full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
- All Procurement business processes mapping and control of the workflows in the Procurement Unit.
- Elaboration and implementation of cost saving and cost reduction strategies.
- Implementation of a well-functioning strategic procurement processes, from sourcing strategy, tendering, supplier selection and evaluation, quality management, customer relationship management, to performance measurement.
- Implements and guidance to, contracts management and administration strategy within the project, constantly guided by legal framework of the organization and assessing/minimizing all forms of risks in procurement.
- Evaluate offers and make recommendations for the finalization of purchases and the award of contracts; analyze and evaluate commodity tender results;
- Managing reporting requirements to Project Management on delivery of procurement services.
Manages, guides and provides direction on the procurement processes to practitioners in the project focusing on achievement of the following:
- Develops tools, mechanisms, internal systems and instruments to facilitate the timely preparation of procurement plans, bidding documents, evaluation templates, and other necessary guides and controls for streamlining processes and reducing transaction costs;
- Supervision of a team of procurement personnel and acts as a task manager for UNDP ELECT overall procurement pipeline;
- Oversees, reviews and controls various stages of procurement, from writing/organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, evaluation, and negotiation of certain contracts;
- Establishment of necessary monitoring system and mechanisms to eliminate deficiencies and/or minimize risks in procurement.
- Provides review and policy advice to cases to be submitted to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RCAP) and Headquarters Advisory Committee on Procurement;
- Prepares position paper for the unit and for the Project as and when necessary or upon request;
- Advise project teams on preparation of submissions to contracts, asset and procurement committee and advisory committee on procurement where appropriate, ensuring full compliance with requirements for relevant documentations;
Provides strategic advice to Project Management on how to ensure best value for money, minimize and manage procurement risks associated with large volume of procurement, and facilitates an efficient procurement process to ensure speedy delivery while ensuring compliance with best procurement practices and UNDP procurement rules and procedures. Provides advice and functional support to project implementation teams and timely support to delivery of project outputs:
- Backstops and assists in the analysis and strategy of project implementation modalities, approaches to procurement and determination of appropriate contracting/institutional arrangements under various circumstances/ situations;
- Provides advisory and solutions/options ELECT Management to procurement-related and contract-related problems in project implementation, developing innovative options when necessary;
- Addresses issues and responds to queries and conducts presentations, briefing, training to colleagues, partners and clients on procurement, recruitment, organizational/financial arrangements, and all other information relevant and inherent to the delivery of procurement services;
- Advocates and promotes the efficiency and effectiveness of UNDP procurement services, as a means of supporting partnerships and resource mobilization at the proper venue and at the proper opportunity.
- Advise and coordinate negotiations with all interested parties including contract disputes and claims.
Demonstration and facilitation of learning, knowledge building and knowledge sharing within the Project focusing on achievement of the following:
- Organzes and conducts training for project staff on Procurement;
- Liaises, relates to and networks with UNDP CO/HQ, other country offices and procurement practitioners in the UN system for productive exchanges of learning, knowledge and experiences;
- Synthesizes learning experiences by adopting innovations and best practices derived from lessons learnt over the course of performing procurement functions; and
- Provides sound contributions to knowledge networks and communities of practice.
Prepares reports on various procurement status/activities, as and when requested for the senior management;
- Monitors, coaches, and evaluates the performance of staff in the Procurement Unit;
- Assists the Project/CO in responding to internal and external audit needs, queries, reviews and meetings
- Attends Project and Management meetings;
Competencies
Functional Competencies:
Building Strategic Partnerships: Identifying and building 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: Developing tools and mechanisms
- 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: In-depth knowledge of the subject-matter
- 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: Assisting the individuals to cope with change
- 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: Designing and implementing management system
- 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: Contributing to positive outcomes for the client
- 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: Input to the development of standards and policies
- 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
- UNDP Procurement Certification programme
Required Skills and Experience
Education:
- Master’s Degree or equivalent in Business Administration, Procurement and Supply Chain Management Engineering, Economics Public Administration, Finance, Economics or related
Experience
- 7 years of relevant experience at the national or international level in procurement management.
- Previous experience in the country or in the region is an asset.
- Previous experience of working in UNDP, UN system is highly desirable;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems
Language Requirements:
- Fluency in written/oral English is required
- Fluency in Dari and/or Pashtu is an asset
- Interested and qualified International candidates should apply on-line through the UNDP Jobs site at UNDP Vacancy Announcements and please ensure that to fill up and upload Personal History Form-P.11 which is available at UNDP Personal History Form (P.11 Form) in the relevant field of the on-line application
- Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applicants who are short-listed will be contacted.
- For more detailed information about UNDP Afghanistan please visit our website at www.undp.org.af
- Successful candidates must be prepared to start work within 6 weeks of the offer of appointment.
- Internal candidates who have served a minimum of 12 month in the current assignment are invited to apply.
- Qualified female candidates are highly encouraged to apply.