Background
I. Organizational Context
“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 aim to be a bridge between Indonesia and all donors as well 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+).
Context of this TOR
Under supervision of the Procurement Officer, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in the support to the Indonesia REDD+ Task Force Project. The Procurement Associate ensures superior and swift delivery of financial services of the project and promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations programme in the CO as well as with projects’ staff for resolving complex procurement-related issues and information exchange expeditiously.
Duties and Responsibilities
II. Functions / Key Results Expected
- Implementation of operational strategies
- Organization of procurement processes
- Implementation of sourcing strategy
- Facilitation of knowledge building and knowledge sharing
1. Ensures implementation of the 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.
2. Organizes efficient procurement processes for the project focusing on achievement of the following results:
- Preparation of procurement plans for the project and their implementation monitoring.
- Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with prevailing corporate rules and regulations.
- Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for procuring goods and supplies as well as contracting of services, vendors’ creation in Atlas.
- Implementation of recruitment processes for individual contractor (IC) including provision of advice in drafting terms of reference (TOR ), set up vacancy announcement, initial screening of candidates, participation in desk review/ interview panels and preparing contract
- Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) in line with prevailing corporate rules and regulation.
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
- Presentation of reports on procurement in the project.
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
- Provision support to the development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures facilitation of knowledge building and knowledge sharing in the project focusing on achievement of the following results:
- Organization of trainings for the operations/ projects staff on Procurement.
- Synthesis of lessons learnt and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.
III. Impact of Results
The key results have an impact on the overall execution of the REDD+ project procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of project.
Competencies
IV. Competencies and Critical Success Factors
Functional Competencies:
Building Strategic Partnerships
Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
- Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- 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
Presentation of information on best practices in organizational change
- Documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
Client Orientation
Maintains effective client relationships
- Reports to internal and external clients in a timely 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
- Responds to client needs promptly
Promoting Accountability and Results-Based Management
Gathering and disseminating information
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
- Maintains databases
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
- Procurement Certification programme
Required Skills and Experience
V. Recruitment Qualifications
Education:
- University Degree/Diploma in Business Administration, Public Administration, Finance, Economics, Technic or other relevant fields of study would be desirable
Experience:
- 4 years of having analytical and practical experience in procurement and administration is required at the national or international level for candidates with Bachelor Degree and 6 years for candidates with Diploma Degree.
- Experience in a highly complex and dynamic environment preferred.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.
- Having exposure and/ or experience working on REDD+, climate change or forestry issues will be an advantage;
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/P11SC
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
ATLAS POSITION NO.