UNDP Jobs - 57326- Procurement Manager

Procurement Manager

Location :

Nicosia, CYPRUS

Type of Contract :

Service Contract

Starting Date :

01-Aug-2015

Application Deadline :

02-Jul-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

6 months

Languages Required :

English

Expected Duration of Assignment :

6 months with possibility of extension

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

The UNDP Partnership for the Future (PFF) office, aims at contributing to the peace building process in Cyprus through different levels of intervention ranging from Urban Infrastructure & Rehabilitation, Cultural Heritage as well as support to the Committee on Missing Persons’ in Cyprus.

Under the guidance of the UNDP-PFF Programme Manager and supervision of the UNDP-PFF Operations Manager, the Procurement Manager provides leadership in execution of procurement services in the office ensuring their effectiveness, transparency and integrity. The Procurement Manager participates in the project / programme activities and ensures implementation in consistent with UNDP rules and regulations. The Procurement Manager promotes a client-focused, quality and results- oriented approach in the office.

The Procurement Manager works in close collaboration with the operations and programme teams in the office and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions:

Provides inputs to implementation of operational strategies;
Supports management of procurement processes and implementation of sourcing strategy and e-procurement tools;
Support to management of the office programme;
Control of office and project assets and organization of logistical services;
Facilitation of knowledge building and knowledge sharing.

Provides inputs to implementation of operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the office in coordination with supervisor and office management.

Supports management of procurement processes for office and NEX/DEX projects and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Procurement Focal Point of the office;
Preparation of procurement plans for the office and projects and their implementation monitoring;
Implementation of proper monitoring and handling of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
Submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP);
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas (Buyer profile in Atlas);
Purchase order reconciliation; timely corrective actions on purchase orders with budget check errors and other problems and closing of purchase orders;
Implementation of the internal control system which ensures that Purchase orders are duly prepared, dispatched and reconciled;
Maintain centralized filing system for procurement documents including tenders, bid securities and purchase orders;
Elaboration of supplier selection and evaluation criteria, quality and performance measurement mechanisms.

Provides effective support to management of the office programme focusing on the achievement of the following results:

Review and quality assurance of the contractual documents drafted by the programme unit;
Proper control of the supporting documents for payments and reimbursements;
Support in identification of operational problems, development of solutions;
Support in responding to internal and external audit needs, queries and reviews; support in preparation of audit of projects and implementation of audit recommendations;
Support the implementation of any UNDP-PFF programme/project activity assigned by the UNDP-PFF Programme Manager;
Maintain centralized filing system for individual contracts;
Maintaining electronic databases/lists as per the needs of office including contracts.

Ensures proper control of office and project Assets and organization of logistical services focusing on achievement of the following results:

Asset Focal Point of the office;
Ensures proper control of office and project assets, implementation of physical verification and transfer of assets to the beneficiaries/grantees;
Preparation of asset inventory and certification reports;
Organization of travel including DSA calculation and PO preparation.

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

Participation in the organization of training for the operations/ projects staff on Procurement;
Synthesis of lessons learned and best practices;
Contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall office efficiency in procurement management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched information, timely and appropriate delivery of services ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

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 favouritism.

Functional Competencies:

Knowledge Management and Learning:

Promotes a knowledge sharing and learning culture in the office;
Actively works towards continuing personal learning and development in procurement, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

Ability to provide analytical inputs to strategic planning, results-based management and reporting;
Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP);
Ability to make analysis of parameters provided in support of procurement activities in the office;
Ability to lead implementation of new systems (business side);
Effective working relations in support of work conducted by the team.

Management and Leadership:

Focuses on impact and result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates strong oral and written communication skills;
Builds strong relationships with clients;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

Bachelor’s Degree or equivalent in Business Administration, Public Administration, Economics, Marketing or related field;
Procurement certification or procurement training is an asset;
UNDP Procurement Certification programme.

Experience:

At least 6 years of progressively responsible experience in procurement at the national or international level;
Prior experience with the UNDP (or another UN Agency or International Organization) in the field of procurement is an asset;
Experience in the usage of computers and office software packages (Microsoft Word, Excel, etc.), advance knowledge of web based ERP systems preferably PeopleSoft and web site content management.
Knowledge of IPSAS is desirable.

Language:

Fluency in English is required both spoken and written;
Fluency in Turkish and/or Greek.

Other requirements:

Valid car driving license;
Nationals or other legally authorized to work in Cyprus.