Background

UNDP Guinea Bissau is increasing significantly its procurement activities year by year and further increase is expected in 2014 and 2015. In 2013, UNDP became Principal Recipient for the Global Fund TB and malaria grants, where procurement represents a significant component. 

The country office (CO) is supporting national partners in procurement as there is insufficient capacity to conduct procurement up to international standards. The Procurement Officer will conduct various trainings on procurement and will ensure that this capacity improves.

The number of (DEX – direct execution) projects has increased. In order to meet this demand International Procurement Officer Fixed Term function is indispensable. The CO wishes to professionalize its procurement in CO and the Project Management Unit (PMU) for the Global Fund (GF) TB and malaria grants, and participate in capacity development in procurement for national partners.

The PMU-GF has one national procurement GS staff that needs to increase his capacity constantly in procurement under the supervision of competent Procurement Officer.

The number of IC (individual consultant) contracts has also increased recently and as it is part of procurement function, the right overview has to be ensured.

UNDP Guinea Bissau is managing common services therefore various contracts have to established and managed at the professional level to the full satisfaction of UN Agencies.

Duties and Responsibilities

Under the direction and direct supervision of the Project Manager (Project Management Unit – Global Fund), the Procurement Officer develops, in conjunction with PSM specialist, the activities from the planning of the procurement to the Supervision and Monitoring of the inventories.

The Procurement Officer will supervise one UNV and two General Service’s staff handling also transport, travel, assets.   

  • Elaborate Procurement Plan for the Country Office’s Global Fund Programmes (on the basis of the requirements provided by the GF PSM expert) and other projects;
  • Define specifications of goods to be procured (in coordination with the PSM Specialist for procurement of GF programmes’ health products and commodities);
  • Elaborate and keep updated standard procurement documents;
  • Execute GF programmes’ procurement for health products (according to specific Global Fund procurement procedures) and non health products (according to UNDP standard procedures);
  • Assist when needed the procurement for other CO projects, according to UNDP standard procedures;
  • Review budgets proposed by the Projects and Programmes and implementing partners, and develop and monitor the process of the procurement of goods, works and services, including the adjudication and negotiation of the contract, according to the rules and regulations established in loan agreements and project documents;
  • Analyse if procurement process results for value for money, based on quality, price, delivery times and other relevant factors;
  • Prepare the documentation required for the review and approval of contracts by the Contracts, Assets and Procurement Committee (CAP) and the Advisory Committee on Procurement (ACP), when applicable;
  • Advice and support the programs units in the correct application of regulations relating to procurement and provide training when needed;
  • Manage agreements with SR (sub-recipients): proceed with the procurement process, prepare contracts; prepare Value For Money (VFM) submissions and monitor these agreements;
  • Manage procurement of GF services, including logistic services and contracting with consultants (in coordination with HR staff);
  • Manage and oversee selection, contracting and performance assessment of clearing and forwarding agents.
  • Organize logistics for the distribution of the PMU-GF products and records of distributions to beneficiaries, in coordination with the PSM expert for health products;
  • Support PSM expert to register and control the PMU-GF goods and products received;
  • Assist in tracking of the quality of all PMU-GF suppliers´ products and generate reports on this issue, in support to the PSM expert for health products;
  • Supervise recruitments of PMU-GF consultants, create, where applicable, roster and facilitate recruitment processes;
  • Assist the CO in developing a plan for purchases for the Dispensary and assist in the system of quantification, consumption and manage the stock, in support to the PSM Specialist;
  • Represent the PMU-GF Procurement Unit in negotiations, meetings and review of procurement and contractual processes, assisting various units in the preparation or revision of offers;
  • Support in the different operational activities that are assigned by the Project Manager PMU-GF. 
  • Manage ATLAS tools, including creation of PO, creation of vendors, payment to suppliers reporting tools on procurement;
  • Build capacity of the PMU-GF national counterparts in Procurement, through elaboration and implementation of Capacity Development Plan in Procurement (in collaboration with the PSM expert);
  • Train PMU-GF staff on procurement, ATLAS and CAP members on Procurement Rules and Regulations;
  • Ensure that the system of proper management of UNDP PMU-GF assets and inventories are in place;
  • Oversight over facilities and logistical services, including full compliance with IPSAS in the accounting for the assets and inventories;
  • Manage all assets of the Country Office and report on this  (including disposal of assets);
  • Follow-up and provide oversight of SR (sub-recipients) on all procurement and assets management;
  • Ensure efficient functioning of the general administration system of the PMU, including travel and transport management.

Competencies

Corporate Competencies:

  • Demonstrates integrity by modeling the UN 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:

  • Excellent knowledge of tools, procedures and international standards for the purchase of goods and services within the context of developmental support programs;
  • Knowledge of the UNDP administrative and financial management procedures is highly desirable;
  • Familiarity with UNDP programme execution modalities, rules and regulations;
  • Computer literate especially, in calculus sheets, excel, access and ERP (ATLAS people soft) is highly desirable prerequisite;
  • Effective communication skills and ability to establish good working relationships with  national authorities and international interlocutors;
  • High moral integrity, as well as diplomacy, impartiality and discretion with proven ability to work and act under pressure and with discretion in a politically sensitive and challenging environment;

Required Skills and Experience

Education:

  • Masters’ degree in Business Administration, Economics, Finance or equivalent disciplines;
  • Preference will be given to candidates who are certified in Procurement.

Experience:

  • Minimum 5 years of relevant experience in development, including procurement experience in the UN System. International development, Global Fund and field experience in post conflict countries are an asset;
  • Experience with Global Fund procurement, and in  post conflict countries is highly desirable;
  • Preference will be given to candidates with a wide experience in UNDP field operations;
  • Preference will be given to candidates who are certified in Procurement by UNDP HQ.

Languages:

  • Excellent speaking and writing skills in French and English;
  • Working knowledge of Portuguese is an asset.