Historique

Devoirs et responsabilités

• Implementation of operational strategies;
• Implements HR services;
• Responsible for the overall management and issuing of individual contractors;
• Support to procurement processes of individual contractor;
• Implementation of sourcing strategy;
• Maintaining and overseeing the Procurement Filling system;
• Support to knowledge building and knowledge sharing.

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the CO Procurement business processes mapping in relation to the IC modality and elaboration of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management;
• Analyzes and interprets UNDP Individual Contractor guidelines; ensuring compliance with regular corporate updates and dissemination of information from the same to the staff of UNDP Somalia; analyzes the legal implications, pertinent legislation in relation to recruitment processes; technical procurement studies of UNDP interests;
• Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.

• Preparation of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of ex-officio in interview panels;
• Maintenance of the CO staffing table;
• Collection of background information for submissions to the CRB and CRP;
• Update of the CO rosters;
• Maintenance of proper filing system for HR records and documents.

• Implementation of processes for the acquisition of individual contractors under IC modality and Reimbursable Loan Agreement (RLA);
• Facilitate the implementation of Individual contractor sourcing processes including reviewing, drafting terms of reference, vacancy announcements and preliminary screening of candidates;
• Provide information on remunerations of individual contractors and consultants, review and evaluation of financial bids;
• Receive requisitions for individual contractors, prepare contracts and amendments, as per UNDP templates and ensure that all supporting documents are availed and filed as per UNDP guidelines;
• Advise Programmes and Projects on Individual Contractor’s Management Guidelines in line with IC guidelines.

• Provision of inputs to preparation of procurement plans in relation to IC modality for the office;
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services. Buyers profile in Atlas;
• 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;
• Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies;
• Review vendor information for compliance;
• Ensures IC compliance with relevant insurance policies;
• Receive and review PO payment requests for projects at the CO in relation to the IC modality, including travel costs (F.10) and ensure required documents are provided before approval;
• Provide advice and information related to procurements of Individual Contractors;
• Provide assistance in problem-solving relating to procurement process with Atlas;
• Propose guideline adjustments if felt necessary, performs any other tasks and duties the organization may reasonably request in relation to its mandate.

• Update of the rosters of suppliers, especially Individual Contractors rosters;
• Responsible for the development and maintenance of the Individual Contractor WEB-based roster (WIDE);
• Assist in conducting annual performance evaluations;
• Proactive monitoring and management of individual contracts that are approaching expiration, completing documentary requirements for extension, obtaining approvals and undertaking timely actions, as necessary;
• Development and update of Individual contractors’ database for the CO office. 

• Ensure consistency of all IC files, including availability of all required supporting documents following the guidelines/checklist provided by Procurement Unit;
• Ensure continuous reconciliation of PO files with Contract files;
• Maintain files of POs and Travel authorizations and expenses;
• Ensure completeness of the vendor profile archive;
• Organize all existing IC LTAs and related procurement processes for easy reference;
• Ensure accurate and timely preparation of documentation for further submission to RACP or Bureau as appropriate.

• Participation in the trainings on Procurement;
• Sound contributions to knowledge networks and communities of practice;
• Conduct trainings for project and sub-office staff.

Compétences

• Analyzes general information and selects materials in support of partnership building initiatives.

• Researches best practices and poses new, more effective ways of doing things.

• 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.

• Demonstrates ability to identify problems and proposes solutions.

• Uses information/databases/other management systems.

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines.

• Gathers and disseminates information on best practice in accountability and results-based management systems.

• 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.

Qualifications et expériences requises

• Secondary Education with specialized training in procurement/human resources;
• University Degree in Business or Public Administration would be desirable, but it is not a requirement.

• 5 years of relevant administrative experience is required at the national or international level;
• Previous experience in HR/Procurement an advantage;
• Previous experience in recruitment is desirable;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

• Fluency in written and spoken English.