UNDP Jobs - 60447- Procurement Specialist

Procurement Specialist

Location :

SIERRA LEONE

Type of Contract :

FTA International

Starting Date :

15-Nov-2015

Application Deadline :

08-Oct-15 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

1 year

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

In the context of the EVD Recovery Programme, implications for UNDP Operations will be sensitive. The fade out of UNMEER in Sierra Leone, is likely to result in additional operational activities for the UNDP Country Office. These may relate to operational support to the NERC and DERCs, which will continue to remain even after UNMEER drawdown and for which UNDP’s support may be called upon. Furthermore, during the Recovery phase, increased operations workload from the UN sisters Agencies (UN Women, UNFPA, UNOPS, UNOCHA, IFAD, and UNODC) which are administratively managed by UNDP and UNDP itself is anticipated. The latter will include practically the whole host of operations functions of Procurement and Assets Management. Undoubtedly, the recovery phase will be crucial as UNDP is expected to play a major role including supporting the effective programme delivery of the wider UNCT.

Duties and Responsibilities

Summary of Key Functions:

Elaboration and implementation of operational strategies;
Efficient management of procurement processes;
Elaboration, introduction and implementation of sourcing strategy and e-procurement tools;
Facilitation of knowledge building and knowledge sharing;
Provision of advisory services to programme, projects, other UNDP units and associated Agencies.

Under the overall guidance of the Deputy Country Director (Operations), the Procurement Specialist is responsible for management of the CO Procurement Unit, effective delivery of procurement and contracting services, logistics and supply chain oversight and overall procurement risk management. The Procurement Specialist is responsible for consolidating procurement planning and developing cost-effective procurement strategies including development of Long Term Agreements (LTAs), to meet the procurement needs of the UNDP and its Projects. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist supervises and leads the staff of the Procurement Section. The incumbent works in close collaboration with Programme management Support Unit (PMSU), Operations, Clusters’ Team Leaders and Project Teams in the CO, UN Agencies, UNDP HQ Staff and Government Counterparts to successfully deliver procurement and contracting services.

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;
CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office;
Elaboration and implementation of cost saving and reduction strategies;
Conceptualization, elaboration and implementation of contract strategy in the CO 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 in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-tendering introduction and promotion, performance measurement.

Ensures efficient management of procurement processes for CO, NIM/DIM Projects, and at the request of other Agencies focusing on achievement of the following results:

Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation;
Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Regional Advisory Committee on Procurement (RACP) and ACP;
Management of procurement contracts and, upon delegation of responsibility, performance of the functions of Manager Level 2 in Atlas for Purchase orders approval;
Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
Supervision of preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies;
Establishment and implementation of harmonized Common UN Procurement to assist UN country teams in implementation of the approved Business Operations Strategy ( BOS);
Ensure that all IPSAS Procurement related indicators are properly managed and up to-date;
Put in place efficient customs logistics processes of purchased goods.

Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
Management of the e-procurement system.

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

Organization of training for the Operations/ Programme/ Projects Staff on Procurement;
Organization of trainings for Govt. staff on Procurement as required;
Synthesis of lessons learned and best practices in Procurement;
Sound contributions to knowledge networks and communities of practice.

Provides advisory services to programme, projects, other UNDP units and associated Agencies focusing on achievement of the following results:

Technical advice to counterpart agencies in procurement procedures. Anticipate procurement needs by advising clients during the formulation of the project documents;
Proactively addresses complex procurement matter providing advice to projects and management;
Assesses risks and formulates proposals and remedial actions.

Impact of Results

The key results have an impact on the overall CO programmatic response to the EVD crisis and Recovery Programme as well as other development Programmes, ensuring timely and effective implementation and helping to further strategically position UNDP as a reliable partner in Sierra Leone, while building on its existing mandate and proven strengths. Other expected results impacts the overall CO efficiency in procurement management and success in establishment and implementation of operational strategies. The Procurement Specialist will support the establishment and implementation of the monitoring and control system, as well as introduction of e-tendering to ensure client satisfaction and overall timely delivery of UNDP Programmes and Projects.

Competencies

Functional Competencies:

Management and Leadership:

Leads teams effectively and shows mentoring as well as conflict resolution skills;
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 humoured even under pressure;
Demonstrates openness to change and ability to manage complexities.

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 counselling 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;
Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

Master degree or equivalent in Business Administration, Public Administration, Finance, Economics, Engineering or related field;
Procurement related courses and international procurement accreditation is an asset (public procurement, procurement strategy, etc.);
UNDP Procurement Certification up to CIPS level 4 is required.

Experience:

5 years of relevant experience at the national or international level in in public, government and/or UN procurement management. Experience in crisis country an advantage; Previous UNDP experience is preferred and an asset (knowledge of Atlas processes, Procurement certification level 4);
Experience in West Africa or Africa will be an asset;
Experience with business operations strategy BOS is desirable;
Experience in CAP/RACP/ACP is highly desirable;
Knowledge about e-tendering procedures is an added advantage;
Proficiency in the usage of computers and office software packages (MS Word, Excel, etc.) required and advance knowledge of web based management systems (PeopleSoft, SAP etc.) an asset.

Language:

Fluency in written and spoken English is essential.