Background
Under the overall guidance of the Deputy Country Director Operation, the Procurement Specialist is responsible for management of Yemen CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money. The Procurement Specialist manages the CO procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist 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 the Procurement Unit. The Procurement Specialist works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.
Duties and Responsibilities
Support to the development and implementation of operational strategies with the following key responsibilities:
- Coordinate the formulation of the annual work-plan development process together with team colleagues, establishing procurement priorities, performance indicators and results;
- Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; develop and implement an effective internal control framework and a client-oriented procurement management system;
- Elaborate and implement cost-saving and reduction strategies;
- Conceptualize, elaborate and implement a contract strategy including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations, payment conditions and risk assessment;
- Conceptualize, elaborate and implement strategic procurement elements including sourcing strategy, supplier selection and evaluation, quality management, customer relations, and e-procurement development and refinement.
Efficient management of procurement processes with the following key responsibilities:
- Prepare and deliver well-developed procurement plans for projects including deadlines and monitoring processes;
- Establish and implement monitoring and control systems for procurement processes including organization of RFQ, ITB, or RFP, receipt and evaluation of quotations, bids or proposals and negotiation of certain conditions of contracts to ensure full compliance with UNDP rules and regulations; Take action where standards or regulations are not met;
- Prepare submissions to the CAP and ACP committees;
- Elaborate and implement the internal control system which ensures that purchase orders are prepared and dispatched; take timely corrective action on purchase orders if problems arise;
- Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform;
- Draft and issue contracts, Terms and Conditions and Schedules and ensure effective management of contracts to secure beneficial contractual arrangements for UNDP;
- Provide consultation on ad hoc procurement processes to support business units that experience difficulties throughout the procurement chain.
Elaboration and implementation of sourcing strategy and e-procurement tools with the following key responsibilities:
- Develop and manage the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance management mechanisms;
- Conduct pre-bid meetings with interested vendors to ensure complete understanding of the bidding documents.
- Manage the e-procurement system;
- Manage the complete tender process for multiple concurrent tenders using an e-procurement system;
- Identify, implement and manage preferred supplier arrangements (LTAs) for goods and services.
Relationship management with internal and external stakeholders with the following key responsibilities:
- Develop effective collaborative relationships with UNDP ‘clients’ working in HQ business units or CO operations and programmes; facilitate client capacity development as a key element of every procurement assignment;
- Develop and maintain an effective network with inter-agency procurement counterparts working on specialized procurement activities;
- Act as primary focal point for vendors involved with LTAs for Global Procurement Services.
Facilitation of knowledge building and knowledge sharing with the following key responsibilities:
- Organize training or informational events for UNDP ‘client’ counterparts concerning the procurement of global and specialized goods and services;
- Synthesize lessons learned and best practices in the procurement of global and specialized goods and services;
- Make regular contributions to the procurement knowledge network and other communities of practice;
- Provide leadership in the establishment of a reputation as the “Centre of Excellence”, which shares best procurement practices with other business units.
Competencies
Corporate Competencies:
- Demonstrates integrity by modeling the UN’s values and ethical standards;
- Promotes the vision, mission, and strategic goals of UNDP;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Treats all people fairly without favoritism.
Functional Competencies:
Knowledge Management and Learning:
- Promotes a knowledge sharing and learning culture in the office;
- In-depth knowledge on development issues;
- Ability to advocate and provide policy advice;
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.
- Ability to lead procurement processes using ‘best practice’ procurement methods, tools and approaches (including RFQ, ITB, RFP);
- Strong research and analytical skills to develop tools, methods and approaches to support improved practices and business processes;
- Ability to introduce strategic procurement approach to procurement planning and implementation including sourcing and contract management;
- Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
- Demonstrates a complete in-depth grasp of procurement rules and practices.
- Focuses on impact and result for the client and responds positively to feedback;
- Leads teams effectively and shows effective communication and conflict resolution skills;
- Consistently approaches work with energy and a positive, constructive attitude;
- Demonstrates strong oral and written communication skills;
- Builds strong relationships with clients and external actors;
- Remains calm, in control and good humored even under pressure;
- Excellent team leadership spirit; solid experience in the management of people and systems in high-pressure environments;
- Demonstrates openness to change and ability to manage complexities.
Behavioral:
- Demonstrates strong interpersonal, team-based and presentational skills in a multicultural, multidisciplinary and multi-sectorial environment;
- Demonstrated negotiation skills to facilitate negotiations of LTAs;
- Strong networking skills to ensure effective collaborative relationships between UNDP and other UN agencies and with a diverse range of clients and suppliers.
Required Skills and Experience
Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Engineering, Economics or related field.
- UNDP Procurement Certification programme Level II or Equivalent
Experience:
- 7 years of relevant experience with at least 2 years at the national or international level in procurement management.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.
- Experience of UN or UNDP procurement policies and procedures essential.
- Advance knowledge of ERP system (PeopleSoft) and IPSAS.
Language Requirements:
- English language fluency and effective writing skills required. Fluency in spoken and written Arabic is an asset.
FC: 30000