UNDP Jobs - 52028- Procurement Specialist (Vendor Management)

Procurement Specialist (Vendor Management)

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA International

Starting Date :

Application Deadline :

19-Dec-14 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

One year renewable

Languages Required :

English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

As part of the Strategy & Policy Support Unit - under the supervision of the Senior Advisor, Strategy & Policy Support, plays an integral part in formulating UNDP’s procurement policy and strategy development and implementation processes, ensuring lessons learned from sanctioning and prevention activities are incorporated into the overall direction and parameters within which UNDP procurement takes place. He/she will work in close collaboration with colleagues from all other PSO units as well as LSO, OFRM and the investigations section of OAI, as well as the Regional Bureaus to stay abreast of integrity and risk management provisions are adequately integrated into the procurement practice in UNDP business units and monitor the application of current guidelines and sanctions.

Duties and Responsibilities

The Procurment Specialist (Vendor Management) will work with the Senior Advisor in the drafting and validation of policies; responding to specific requests from support, and based on his or her firsthand knowledge of procurement activities across the organization, forecast needs for PSO support by COs. He or she will work in close collaboration with counterparts in other UN agencies.

Summary of key functions

Efficient administration of vendor management procedures, tools and systems in UNDP;
Adequate vendor sanction management, as Secretary to the Vendor Review Committee (VRC);
Effective management of vendor relationships; and
Facilitation of knowledge building and knowledge sharing.

Ensures efficient administration of vendor management procedures, tools and system in UNDP focusing on achieving the following results:

Effective management of current system and procedures for vendor information entry in Atlas;
Prepare and conduct, from time to time or as the need arise, surveys among practitioners regarding their concerns and feedback on the vendor registration system in Atlas;
Explore the option of optimizing/offshoring vendor management function;
Efficient support to Senior Procurement Advisor in reviewing and analysing claims of vendors; advisory opinion rendered or final recommendation made on the vendor claim, in consultation with the Legal Support Office (LSO), as appropriate;
Maintenance of UNDP’s Suspension List; monitoring of UN’s Consolidated List of Individuals and Entities with Association to Terrorist organizations and its dissemination to UNDP business units;
Update of the risk management strategy/policy for handling and sourcing vendors, including NGOs or other types of grantees;
Effective maintenance of the vendor management system that reflects the appropriate treatment of sanctioned vendors in accordance with the vendor sanction policy of UNDP;
Assist in the formulation and drafting of any policy guidance and write-up related to vendor management;
Collaborate with OAI and OFRM in the formulation of anti-fraud and anti-corruption policies, and
Other relevant tasks that may be required.

Ensures adequate vendor sanction management, as Secretary to the Vendor Review Committee (VRC) focusing on achieving the following results:

Efficient review of all vendor submissions to VRC;
Request for additional information on any and all submissions to VRC;
Channel all communications among all concerned parties, draft all notices and minutes and ensure that the submissions of other parties relevant to the matter are distributed to the Vendor(s), the members of VRC, and any advisors;
Preparation and keeping records of all VRC proceedings and meetings;
Presentation of any requests for interim suspension, re-opening, exigency, exceptions, reinstatement, or settlement to VRC;
Channeling all communications and requests between VRC and the Ineligibility List Administrator;
Keeping abreast of any and all updates to the Ineligibility List and ensure that PSO/BoM is monitoring UNDP’s adherence to the Ineligibility List;
Answering any consultations that other units may have on Sanctions Procedures;
Keeping minutes of VRC meetings and submitting to the Chairperson; Notify the Chairperson of the VRC of any Conflict of Interest that VRC Members may have regarding specific proceedings, pursuant to the Sanctions Procedures;
Ensuring that the data provided by Vendors, as well as the privileged information generated pursuant to VRC functions is fully and adequately protected, pursuant to UNDP Data Protection policies and procedures;
Performing other functions as may be approved by the Chairperson or the CPO;
Organizing training and workshops on Vendor Sanction procedures in UNDP;
Generate documentation and strategies for the purpose of settling claims or ensuring asset recovery from national authorities;
Disseminate relevant vendor sanction reports to procurement practitioners in UNDP; and
Sharing relevant information with the HLCM Inter-Agency Working Groups.

Ensures effective management of vendor relationships focusing on achieving the following results:

Support to the Senior Procurement Advisor in the area of coordination of PSO participation in business seminars and information meetings organized by UN missions and other groups, including one-on-one meeting with vendors on how to do business with UNDP;
Serving as focal point for United Nations Global Marketplace (UNGM);
Support vendors for UNGM Vendor Registration process; and
Actively participate in meetings with vendors and donors when necessary.

Ensures facilitation of knowledge building and knowledge sharing in UNDP focusing on achievement of the following results:

Organization of training for the operations/ projects staff on vendor management in general but focusing on vendor sanction procedures;
Organization of trainings for staff of other UN Agencies on vendors as required;
Synthesis of lessons learned and best practices; and
Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Demonstrates commitment and integrity in line with UN values and ethical standards;
Promotes the vision and mission of UNDP;
Displays cultural, gender, religious, ethnic, nationality and age sensitivity and adaptability.

Functional Competencies:

Building Strategic 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

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

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

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

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

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

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.

Behavioral

Strong interpersonal, team-based and presentational skills in a multi-cultural, multi-disciplinary and multi-sectoral environment;
Strong negotiating and advisory capabilities;
Strong networking skills to ensure effective collaborative relationships across the spectrum of internal and external stakeholders.

Required Skills and Experience

Education:

Master’s degree in Law (LLM) or Public Administration (MPA) or related field.

Experience:

5 years of relevant experience at the national or international level in procurement management with direct experience in vendor management and integrity mechanisms.

Language Requirements:

Conversational fluency and strong writing skills in English required;
Fluency in Spanish or French is an asset.