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, the UNDP Country Office (CO), aim to be a bridge between Indonesia an all donors as well as maintaining our status 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.
 

Background
Indonesia is the third largest emitter of CO2 and the world’s largest emitter from agriculture, forestry and other land use. In response to this situation, on 26 May 2010 the Governments of Indonesia and the Kingdom of Norway signed a Letter of Intent to establish a REDD+ (Reducing Emissions from Deforestation and Forest Degradation) Partnership to tackle greenhouse gas emissions from deforestation and forest and peat-land degradation in Indonesia. REDD+ is a global mechanism which provides an opportunity for developing countries like Indonesia to move towards a sustainable green economy through the implementation of REDD+ activities and, for industrial countries like Norway, to support a reduction in global deforestation by contributing funds for these activities. For Indonesia, REDD+ also offers a way to achieve the Indonesian government’s voluntary commitment to the world to reduce emissions as much as 26 per cent under a business-as-usual scenario or up to 41 per cent with international support by 2020. This commitment internationally announced by the then President Yudhoyono at the G20 Summit in Pittsburgh on September 2009.

Under the President Yudhoyono’s administrations, climate change issues (including REDD+) have been addressed by several institutions,  namely Ministry of Environment, Ministry of Forestry, National Council on Climate Change and BP-REDD+ Agency, and Bappenas.
 
The changes in government after presidential election in 2014, has resulted changes in management approach. In January 2014, President Joko Widodo has agreed for the proposal to merge the Ministry of Environment and Ministry of Forestry. The President has decided that for the sake of better coordination, effective management and efficiency, climate change issues need to be addressed and managed under single institution. President then issued a decree. 16/2015 to establish a Ministry of Environment and Forestry – as a result of the merger of 4 national institutions (Ministry of Environment, Ministry of Forestry, National Council on Climate Change and BP-REDD+).

Included in this decree was the establishment of new Directorate General of Climate Change who is mandated to manage the climate change agenda (including REDD+).

Under the overall guidance of National Project Manager and direct supervision of the Operations Manager, the Procurement Officer ensures effective delivery of procurement goods and services in the Support to the Indonesia REDD+ Project. He/she analyzes and interprets the financial rules and regulations and provides solutions to complex issues related to procurement. The Procurement Officer promotes a collaborative, client-focused, quality and results-oriented approach in the project.

The Procurement Officer works in close collaboration with the Programme, Operations in the CO as well as with the project teams to successfully deliver superior and swift procurement services

Duties and Responsibilities

II. Functions / Key Results Expected

1. Inputs to elaboration and implementation of operational strategies
2. Management of procurement processes
3. Implementation of sourcing strategy and e-procurement tools
4. Facilitation of knowledge building and knowledge sharing

1.    Provides analytical inputs to elaboration and implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with prevailing corporate rules, regulations, policies and strategies (including UNDP’s fast track procedures); implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system.
• Analysis and proposals on cost saving and reduction strategies in the project.
• Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the project.

2. Supports management of efficient procurement processes for REDD+ project focusing on achievement of the following results:

• Working with the project team in translating Annual Workplan (AWP) into the Procurement Plan and set up strategic steps to implement the Procurement process.
• Closely monitoring the procurement process to ensure proper timeline and meet the deadline.
• Implementation of proper monitoring and control 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 prevailing corporate rules and regulation.
• Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) in line with prevailing corporate rules and regulation.
• Management of procurement contracts ( including individual contractor) and, upon delegation of responsibility, performing the functions of approving manager level 1 in Atlas for purchase orders.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems.
• Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.

3.    Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Provision of support to the development and management of the rosters of suppliers, elaboration of supplier selection and evaluation criteria, quality and performance measurement  mechanisms.
• Implementation of e-procurement module.

4.      Ensures facilitation of knowledge building and knowledge sharing in the project focusing on achievement of the following results:

• Ensuring awareness of project staffs as well as implementing partners and beneficiaries regarding UNDP procurement standard and timeline.
• Initiating training for the operations/ projects staff on Procurement.
• Synthesis of lessons learned and best practices in Procurement.
• Contributions to knowledge networks and communities of practice.

III. Impact of Results

• The key results have an impact on the overall project 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 project.

Competencies

IV. Competencies and Critical Success Factors
Functional Competencies:       

Building Strategic Partnerships
Maintaining a network of contacts

• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
• Documents and analyses innovative strategies and new approaches

Job Knowledge/Technical Expertise
Fundamental knowledge of own discipline

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
• Analyzes the requirements and synthesizes proposals
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development
Basic research and analysis

• Researches and documents ‘best practices’ in organizational change and development within and outside the UN system

Design and Implementation of Management Systems
Research and analysis and making recommendations on management systems

• Maintains information/databases on system design features
• Develops simple system components

Client Orientation
Establishing effective client relationships

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Actively supports the interests of the client by making choices and setting priorities to meet their needs

Promoting Accountability and Results-Based Management
Basic monitoring

• Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
• Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units

Core Competencies:

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and
• knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making
• UNDP Procurement Certification Programme

Required Skills and Experience

V. Recruitment Qualifications
Education:

• Master’s Degree or Bachelor Degree in Business Administration, Public Administration, Finance, Economics or related field.

Experience:

• Min 2 years of relevant experience for Candidate with Master Degree or minimum 6 years of experience for candidate with Bachelor Degree at the national or international level in Procurement Management.
• Experience in a highly complex and dynamic environment preferred.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.

Language Requirements:
Fluency in the UN and national language of the duty station

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION .  Click here to download the form : http://bit.ly/P11system

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