Historique
Border management is regarded as being one of the most priority areas of the EU Accession process for Turkey. Upon membership to the EU, Turkey’s eastern borders will be the external borders of the Union, so management and implementation of comprehensive border security is important. The management of the eastern borders is not an easy task due to geographical and climate conditions in that region of Turkey. Moreover, this region has been used as an illegal crossing route and in order to provide the border security in this region, landmines had been laid to prevent illegal border crossings, smuggling and resulting security challenges. Now, these landmines constitute a very serious threat for border management in that region.
The landmines are located along the Armenian, Nakhcevan, Iranian, Iraqi and Syrian Borders and hinder the provision of an efficient border management system in those areas. In addition to the humanitarian concerns, these landmines limit Turkey’s operational capacity in the border areas. They prevent the establishment of well-functioning border surveillance systems and as a result lead to decreased efficiency in the fight against illegal movements, cross-border crimes and smuggling. For these reasons, demining is seen as an indispensable part of the border management reforms. Turkey aims to have these landmines cleared to provide a more secure way of protecting the borders via technologically supported border surveillance systems to achieve the targets set out by European Union for a good functioning border management system.
Within this framework, having an ultimate objective of contributing to the social and economic development through demining and more secure borders in Eastern Turkey, the “Technical Assistance for Socioeconomic Development through Demining and Increasing the Border Surveillance Capacity at the Eastern Borders of Turkey Phase I and II” was developed. In first phase of the Project, it has been planned to clear the mined areas in the regions of Van-Agri- Kars- Igdir and to introduce more modern border surveillance systems instead. In the second phase, the remaining mined areas in Van and some of the mined areas in Hakkari are planned to be cleared as a pre-condition to control the borders with different methods. Besides, the Second Phase of the project has a separate component on capacity development on border management.
The expected results of the Demining Phase II are defined as follows:
- Demining the border regions of Van-Hakkari is completed,
- Demined areas are certified in compliance with the international and applicable Turkish mine action standards
- Post project review is conducted,
- Institutional capacity on border management is enhanced.
The Ministry of National Defence - National Mine Action Center, Ministry of Interior and Turkish General Staff (Land Forces Command) are the main beneficiaries of the Project. UNDP will provide technical assistance for the efficient and effective implementation of the Project through the Grant Contract, to be signed between CFCU (Central Finance and Contracts Unit) and UNDP and endorsed by the Delegation of the European Union to Turkey (EUD).
This Terms of Reference at hand is for the Procurement and Contractor Officer, who will support UNDP Demining Phase II Technical Assistance Team (TAT) in procurement and contract management related issues.
Devoirs et responsabilités
Objectives of the Assignment
Under the supervision of Chief Technical Advisor/ Project Manager and with oversight from UNDP Assistant Resident Representative (Operations), the Procurement and Contractor Officer shall be responsible for effective and timely delivery of UNDP tender documents and contracts under Demining Phase II, in full compliance with the UNDP financial rules and regulations.
Reporting to the CTA and with oversight from the Country Office Operations Manager, the Procurement and Contracts Management Officer will be responsible for effective and timely delivery of UNDP tender documents and contracts, in full compliance with the UNDP financial rules and regulations. S/he will analyze and interpret the financial rules and regulations, analyze operational effectiveness reports, design monitoring tools and develop systems with the assistance of the CTA. S/he will implement a quality plan for each contract and will engage in daily consultation with senior/project managers from the commercial contractors in regards to activities covered by contracts that they are managing. S/he will alert the CTA of any financial or operational irregularities such as contractors failing to meet the targets of contract work plans and propose a course of action to remedy this. S/he will provide solutions to a wide spectrum of complex issues related to procurement of services and contract management.
The procurement of goods and services for project management, mine clearance, Quality Assurance/ Control (QA-QC) and the border management –related activities will be required throughout the duration of the action; contracts management is essential for the efficient delivery of the mine clearance component.
S/he will travel to the field and visit sites being worked on by contractors and offices used.
Key Results Expected / Major Functional Activities
The SC is expected to assume the following tasks:
No | Key Results Expected/Major Functional Activities | % of time
|
1 | Represent UNDP in the field vis-à-vis subcontractors, clients, national authorities and other external parties to the project with regards to UNDP implemented projects. Prepare Memorandum of Agreement (MoA), Statement of Works (SoW), Contracts and other documents required for project implementation in cooperation with UNDP legal specialists as needed. Under the direction of UNDP, the pre-qualification and short-listing of bidders, preparations of bids, issuance of bids, pre-bid conference, receipt and opening of bids, bid evaluation, submission to UNDP HQ, New York for recommendation of award, contracts negotiations, contract finalization and issuance. | 15 |
4 | Develop a management plan for all UNDP mine action contracts in country including, but not limited to, verification of insurance and goods procured, evaluation of subcontractor’s personnel qualifications, monitoring delivery of contractual terms, certification of reports and payments, and issue of contract amendments, verification of services delivered against contractual requirements, alignment of specifications and standards. Provide objective oversight over various contract management processes and ensure their transparency. Develop and implement systems for internal control that would ensure compliance with contractual terms and conditions, in collaboration with the CO operations team. Make recommendations to the CTA for payments upon review of reports and comments from the CO Operations Manager. Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanism. Advise CTA on any potential issues and recommend remedial actions or solutions. Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations. | 35 |
9 | Frequently convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes. Maintain communications with UNDP Field Coordinators conducting activities required by the contract including, accreditation, monitoring of activities and performance of the subcontractors. Ensure key meetings and work procedures are properly documented and institutionalized. | 15 |
11 | Ensure full compliance of procurement /contracting activities within UNDP rules, regulations, policies and strategies – and manage under the direction of the CTA the implementation of harmonized procurement, contracting services and elaboration of Statement of Works developed in conjunction with CO Operations Manager. Realize syntheses of lessons learnt and best practices in procurement /contract management. Develop appropriate contract management tools, guidelines and manuals for standardization and knowledge sharing purposes in line with UNDP rules and procedures Engage and involve government counterparts as appropriate, to facilitate contract management as well as to contribute to the capacity building plan. | 25 |
16 | Implement any other tasks requested by the UNDP TAT CTA and UNDP assistant Resident Representative (Operations) | 10 |
| Total | 100 |
Reporting Structure
The Procurement and Contracts Officer reports to Chief Technical Advisor/ Project Manager of Demining Project with oversight from UNDP Assistant Resident Representative (Operations)
Performance Indicators for Evaluation of Results
1. Contract issuance in a timely manner; qualitative inputs prepared to project reports; high-quality correspondence, briefs, reports prepared.
2. Timely communication flow with the contractors and Field Coordinators
3. Full compliance of the contract management process with UNDP rules and regulations
4. Timely delivery of the project related contract management tools, guidelines and manuals for standardization and knowledge sharing purposes in line with UNDP rules and procedures
5. Timely and effective response to the conflicts/problems arising in case of poor performance or non-compliance with contractual obligations
6. Smooth and effective communication with the Government counterparts and qualified
Compétences
Corporate Competencies:
- Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP, and partner organizations
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
- Consistently approaches work with energy and a positive, constructive attitude
- Good teamwork skills
- Demonstrates good oral and written communication skills both in Turkish and English
- Remains calm, in control and good humored even under pressure
Development and Operational Effectiveness
- Ability to extract, interpret, analyze data and resolve operational problems
- Good knowledge of administrative rules and regulations
- Strong IT skills
Qualifications et expériences requises
Minimum Qualifications and Experience
Qualifications and skills:
- Advanced University Degree (Masters Degree or equivalent) in business administration, economics, or other relevant fields of social and administrative sciences;
- Full proficiency in Turkish and English;
- Full Computer literacy.
General professional experience:
- Minimum 8 years relevant working experience in procurement and managing of large-scale contracts in private of public sector.
Specific professional experience:
- Minimum 5 years experience in procurement contracts management with international organizations;
- Proven knowledge of UNDP procurement rules and regulations is an asset
Notes:
• Internships (paid/unpaid) are not considered professional experience.
• Obligatory military service is not considered professional experience.
• Professional experience gained in an international setting is considered international experience,
• Experience gained prior to completion of undergraduate studies is not considered professional experience