Background

“UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”
UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.”

Indonesia is one of the world’s largest emitters of CO2, largely from “agriculture, forestry and other land use.”  Over the past five years, Indonesia’s annual deforestation rate has averaged around 1 million hectares, which contributes a significant amount to Indonesia’s emissions. As Indonesia continues to develop, its total GHG emissions are expected to rise to 2.95 Gt by 2020 in a business-as-usual scenario (BAU). Peat and emissions related to LULUCF (Land Use, Land-use Change and Forestry) are by far the largest contributors to Indonesia’s current and expected future emissions under the business-as-usual scenario. They also represent the largest opportunities to abate emissions. Indonesia could achieve substantial GHG abatement by focusing efforts on just LULUCF and peat.  Because the average cost of emission reductions in Indonesia is relatively low compared to most developed country options, underwriting abatement opportunities in Indonesia should be economically appealing to developed countries. 

In October 2009, President Susilo Bambang Yudhoyono committed Indonesia to reducing its GHG emissions by 2020 to 26% below the business-as-usual trajectory and said the reduction could reach 41% with adequate international financial and technical support. The stakes are high not just for Indonesia but for the world. On May 26, 2010 the governments of Indonesia and the Kingdom of Norway signed a Letter of Intent (LoI) to establish a Partnership for REDD+ to tackle greenhouse gas emissions from deforestation and forest and peat land degradation. As part of the partnership, Norway has indicated it will provide up to USD 1 billion to Indonesia’s REDD+ efforts. Actual funding will depend on Indonesia’s achieving agreed-upon and verified deliverables. Monies will be used to support Indonesia’s low-carbon development efforts, capacity building and REDD+ preparation measures. Management of the partnership has been entrusted to a REDD+ Task Force, which was established by Presidential Decree No.19 in September 2010.

The implementation of the REDD+ programme is not only relate to the forestry sector but also contributing to other sectors i.e. farming, plantation, mining, energy, housing and others. The effectiveness of the REDD+ programme, then, depends to a large degree on its integration with national and provincial government development (spatial) planning and on broad consensus, support and involvement of all stakeholders initially at a national level and progressively at a provincial, district and community level.

A pivotal milestone was achieved for REDD+ initiatives in Indonesia when the REDD+ Agency was established by the Presidential Decree No.62 Year 2013. This ministerial level agency holds the mandate to do coordination, synchronization, facilitation, management, monitoring, supervisory as well as controlling for the REDD+ programme and activities in Indonesia. To ensure the operationalization of REDD+ Agency, it is equipped with four deputies i.e. Deputy on Planning and Funding, Deputy of Operation, Deputy of Legal and Governance and lastly the Deputy of Technology and Reporting, the agency also equipped with several committees.

With the overall implementation of REDD+ Agency directly overseen by the President, the Indonesian government has clearly indicated that it attaches the highest priority to this undertaking – equivalent to a national emergency situation. From a corporate perspective it should be noted that the success of the Indonesia Government - UNDP partnership on REDD+ in the country as the first case of its kind has considerable implications for the positioning of UNDP as a player in the multibillion dollar global REDD+ agenda.

For the next  one year, it is urgent under the Fast Track Procedure approval criteria to finalise the necessary procurement for the Project at the highest level of efficiency and effectiveness and so an experienced Procurement Specialist who is familiar with international procurement standards and processes in public procurement and used to dealing with large volume procurement under pressure is required. The post will be extended up to 364 days depend on availability of the budget and also the project need.

Working closely with the National Project Manager (NPM) and under the direct supervision of Deputy Country Director Programmme and Team Leader Environment Unit, the Procurement Specialist is responsible for management of procurement in the REDD+ programme, effective delivery of procurement services in order to obtain the best value for money with large procurement volume. The Procurement Specialist manages the REDD+ procurement and provides solutions to a wide spectrum of complex issues related to procurement.

The Procurement Specialist will manage REDD+ Procurement team, which is expected to be knowledgeable about project management framework, and work in close collaboration with the operations, programme, and project teams in the CO, field offices, UNDP HQs staff, and Government officials to successfully deliver high quality volume procurement services.

Duties and Responsibilities

Summary of key functions:

• Ensures effective and efficient implementation and management of procurement process;
• Develops, elaborates and implements action plan & strategy for capacity development;
• Ensures effective internal control mechanisms are strengthened;
• Facilitation of knowledge building and knowledge sharing.

Ensures effective and efficient implementation and management of procurement process:

• Provide strong leadership in  manage and conduct procurement for REDD+ programme in full compliance of procurement activities with UNDP Procurement Manual and Guidelines;
• Develop Terms of References (ToR) for various services needed for the establishment of REDD+ programme in Indonesia. In developing ToRs, a wide consultative process must be conducted with all stakeholders;
• Develop the required specifications based on end-user’s requirements (through consultative approach) related to all devised ToRs as well as the related evaluation criteria in order to make the process of evaluation process clearer, faster, and yielding the best value for money to for the REDD+;
• Develop detailed REDD + procurement plans and follow-up/monitor their implementation in consultation with Procurement CO UNDP;
• Manage solicitation and evaluation of bids of REDD+ project and present high quality procurement cases to the CAP-C, Regional ACP, and ACP;
• Prepare shortlist for the potential suppliers based on market study as well as policy considerations to the Project;
• Ensure updated and maintenance of  roster management in coordination with CO Procurement Unit;
• Provide constant support and advice to the REDD+ Task force, REDD+ Project Manager, and based on NPM’s request to support the CO on all planning and implementation of procurement activities;
• Managing contract implementation to ensure quality deliverable; 
• Prepare a range of procurement-related forms, documents (short-lists, submissions, Purchase Orders/Professional/Service Contract and Amendments) and reports ensuring that all specifications, terms and conditions are according to UNDP’s corporate standards;
• Evaluate claims from contractors and suppliers pertaining to outstanding contracts and procurement actions;
• Provide support in the resolution and avoidance of contractual disputes with particular emphasis on establishing preventive and risk management measures;
• Based on NPM’s request to work across the project and be responsible for reviewing and handling  technical, commercial and legal aspects of procurement procedures.

Develops, elaborates and implements action plan & strategy for capacity development:

• Devise procurement strategies for the  REDD+ Programme including sourcing strategies, rostering, outreach, suppliers’ pre-selection, evaluations, quality control, customer relationship management, and performance measurement, among others;
• Organize periodic capacity building initiative for all relevant REDD+ project staff, including but not limited to procurement clinic, management content and analysis;
• Elaborate and implement cost efficiency  strategy for the REDD+ Programme;
• Provide operational advice to Project and Ministry staff on concepts, policies and procedures for international and local procurement using international public procurement standards and guidelines;
• Implement proper monitoring and control of procurement processes that relate to REDD+ project including receipt of requisitions, organization of RFQ, ITB and RFP, receipt of quotations, bids and proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP Procurement Manual and FRR, and IPSAS Guidelines;
• Review and verify of purchase orders for goods, contracts for services and works that relate to REDD+ project.

Ensures effective internal control mechanisms are strengthened:

• Ensure a constant and reliable stream of communication between the REDD+ Programme, operation team in CO, and UN agencies involved,  and government counterpart on all matters related to procurement and contract implementation;
• Devise risk mitigation measures and safeguards into agreements with contractors and other responsible parties to adapt to the Programme specific context;
• Act as principal liaison for the REDD+ Programme with UNDP HQ Procurement staff, Regional/Advisory Committees for Procurement and Office of Legal Support as required;
• Resolve procurement issues, if any; and handle questions/complaints from senior officials and/or contractors on bidding and award issues of the Project;
• Ensure quality control on bidding and contractual documentation prepared by procurement staff.

Facilitation of knowledge building and knowledge sharing:

• The Procurement Specialist will assist in building the capacity of national procurement staff to ensure sustainability in the long run. This will be done through continuous advice and guidance and supply of effective materials, SOPs and procurement precedents and in formal training, organised in conjunction with the Head of the Procurement Unit;
• Ensure that lessons learnt and high quality materials produced by the  REDD+ Programme are promulgated to other UNDP Projects and vice versa;
• Advice to stakeholders on quality improvements with respect to requisitions and TORs;
• Identify weaknesses and training requirements and enhancement of capacity and skills development of staff through training and innovative solutions;
• Perform other duties as may be assigned by the NPM.

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.

Required Skills and Experience

Education:

• Master’s Degree  or Bachelor's degree preferably in Engineering, Law, Economics and/or Business Administration/or other relevant subjects.

Experience:

• 7 years of relevant experience for candidates with Master's Degree or 9 years of relevant experience with Bachelor's degree at the national or international level in procurement management;
• Solid experience in the management of people and systems in high pressure environments;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web based management systems;
• Knowledge of UN Procurement Policy and Practices is highly desirable;
• Experience in Indonesia and/or in rapidly expanding programmes is an advantage;
• CIPS qualification and certification will be an advantage.

Language:

• Excellent written and spoken English and Bahasa Indonesia.

Note:
Applicant must Complete P11 form and submit as part of their application. Click here to down load the form P-11

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. Female candidates are strongly encouraged to apply . All applications will be treated with the strictest confidence.

UNDP Indonesia reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Indonesia at the same grade level and with similar job description, experience and education requirements.