UNDP Jobs - 54415- Procurement Specialist (Team Leader)

Procurement Specialist (Team Leader)

Location :

Dakar, SENEGAL

Type of Contract :

FTA International

Starting Date :

01-May-2015

Application Deadline :

17-Mar-15 (Midnight New York, USA)

Post Level :

P-4

Duration of Initial Contract :

Une année

Languages Required :

English French

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

Organizational Context

UNDP Senegal Country Office has recently received a request from the Government for UNDP to implement under Direct Execution Modality, an Emergency Community Development Programme (PUDC) which will cover most of the regions in the country. In its new Plan Senegal Emergent (PSE), the Government of Senegal has spelled out its strategy for an accelerated economic growth by 2035 and this project fits into this strategy.
The overall objective of the project is to transform the living conditions of the people and fight against social inequalities. The project has four key components:

Improve access of the population to basic socio-economic infrastructure and production equipment. This covers the rehabilitation and the construction of feeder roads; the provision of village/rural water supply (drilling of boreholes, overhead water tanks etc.); rural electrification and the provision of agricultural production equipment;
Enhance the productivity of the rural communities through improved agricultural production and processing system and access to credit;
Strengthen the capacity of professional groups and local actors in rural entrepreneurship, leadership and project management.

Put in place a GIS system for monitoring to strengthen the national system of monitoring and evaluation development programmes and projects.
Under the overall guidance of the UNDP Deputy Country Director/Operations (DCD/O) and the direct supervision of the CTP, the Team Leader leads and supervises the Operations Unit of the programme. He/she is responsible for effective delivery of procurement services in order to obtain the best value for money in a huge and complex emergency project. He/she analyses and interprets the financial rules and regulations and provides solutions to a wide range of complex issues related procurement. He/she prepares and manages all contracts entered into by the project in the execution of the activities of the programme..

As the Team Leader, he promotes a collaborative, client-oriented, quality and results-oriented approach in the Unit. He/she works in close collaboration with the CO, UNDP HQ staff, the relevant Government line ministries and technical bodies to successfully deliver procurement services.

Duties and Responsibilities

Summary of key functions:

Elaboration and implementation of operational strategies, including sourcing strategies and E-procurement tools and procurement plans;
Overall management of and guidance to procurement processes and processes;
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 the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
PUDC Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit of the project and harmonization of workflows for the entire programme;
Elaboration and implementation of cost saving and reduction strategies;
Conceptualization, elaboration and implementation of contract strategy for PUDC, including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
Conceptualization, elaboration and implementation of strategic procurement for the programme including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement;
Implementation of well-functioning procurement processes, from sourcing strategy, tendering,, supplier selection and evaluation, quality management, customer relationship management, to performance measurement;
Implementation and guidance to contracts management and administration strategy within the project, constantly guided by the legal framework of the organization and assessing/minimizing all forms of risks in procurement;
Evaluate offers and make recommendations for the finalization of the purchases and the award of contracts; analyse 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 achieving the following results:

Develops tools, mechanisms, internal systems and instruments to facilitate the timely preparation of procurement plans, bidding documents, evaluation templates and other necessary guides and contracts for streamlining processes and reducing transaction costs;
Supervision of a team of procurement personnel and acts as a task manager for UNDP PUDC 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 to minimize risks in procurement;
Provides review and policy advice to cases to be submitted to the Contact, Asset and Procurement (CAP), Regional Advisory Committee on Procurement (RCAP) and Headquarters Advisory Committee on Procurement;
Prepares position paper for the Unit and for the project as when necessary or upon request;
Advise project teams on the preparation of submissions to contracts, assest and procurement committee and advisory committee on procurement where appropriate, ensuring full compliance with requirements for the relevant documentations.

Provides strategic advice to Project Management on how to ensure best value for money, mimimise and manage procurement risks associated with large volume of procurement and facilitates an efficient procurement processes 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 contacting/institutional arrangements under various circumstances/situations;
Provides advisory solutions/options to PUDC management on 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 in 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 as and when it is required;
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:

Organises and conducts training for project staff on Procurement;
Liaises, relates to and networks with UNDP CO/HQ, other Cos and procurement practitioners in the UN system for productive exchanges of learning, knowledge and experiences;
Synthesises learning experiences by adopting innovations and best practices derived from lessons learnt over the course of performing procurement functions;
Provides sound contributions to knowledge networks and communities of practice.

Other:

Prepares reports on various procurement status/activities, as and when requested by senior management;
Monitors, coaches and evaluates the performance of staff in the PUDC Operations Unit;
Assists the Project/CO in responding to internal and external audit needs, queries, reviews and meetings;
Attends Project and Management meetings.

The key results have an impact on the overall CO efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencies

Competencies and Critical Success Factors

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.

Required Skills and Experience

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
UNDP Procurement Certification programme

Experience:

7 years of relevant experience 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
Good knowledge of UN/UNDP procurement and contracting rules and procedures and proven capacity to conceive and facilitate complex operational interventions.

Language Requirements:

Perfect fluency in written and spoken French (official language of Senegal); and
A good knowledge of English.