Antecedentes

Organizational Context

The Government of Paraguay and the UNDP Country office in Paraguay agreed to implement a National Execution Project to strengthen the Justice Centers in several locations within the country through the design, expansion and construction of several buildings used as courthouses and district courts.

This project has a duration up to December 2015 but a new revision is in process to extend it for five additional years.  This extension will be signed before the year 2014 ends.

Under the overall guidance of DRR, the Procurement Specialist is responsible for management of the Procurement related to the UNDP project 00014311 - “Infrastructure” and 00052565 - “Strengthening of the Justice Centre” and effective delivery of procurement services in order to obtain the best value for money with large procurement volume.  The Procurement Specialist manages the above mentioned project procurement and provides solutions to a wide spectrum of complex issues related to procurement.  The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist supervises and leads the procurement activities of the project with the support and professional assistance of the Project Procurement Associate.  The Procurement Specialist works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.

Deberes y responsabilidades

Functions / Key Results Expected

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.

Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP/NEX/NIM rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
• Project 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/Strengthening of the Justice Centre project; 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/project; including sourcing strategy,  supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Ensures efficient management of procurement processes for the NEX/NIM project, and at the request of UNDP CO focusing on achievement of the following results:

• Timely and proper preparation of procurement plans for the project, 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/NEX/NIM rules and regulation;
• Review and certification of submissions to the Contract, Asset and Procurement Committee (LCAP) and Advisory Committee on Procurement (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 project;
• Oversight and supervision the daily operations of the Procurement Team and provide technical support to the project.
• Effective and continuous technical assistance to ensure compliance with the UNDP NIM/NEX rules and regulations;
• Provision proper handover/assistance to the Project Procurement Unit located in the UNDP CO.

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/project focusing on achievement of the following results:

• Organization of training for the operations/ 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.

Impact of Results

The key results have an impact on the overall UNDP project “Strengthening of the Justice Centers” efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencias

Competencies and Critical Success Factors

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP/NEX projects;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

 Functional Competencies:

Knowledge Management and Learning

• Promotes a knowledge sharing and learning culture in the office;
• In-depth knowledge on development issues;
• Ability to advocate and provide policy advice;
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

 Development and Operational Effectiveness

• Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP);
• Ability to introduce and implement strategic procurement, contract and sourcing strategy;
• Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
• Demonstrates a complete in-depth grasp of procurement rules and practices.

 Management and Leadership

• Focuses on impact and result for the client and responds positively to feedback;
• Leads teams effectively and shows conflict resolution skills;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates strong oral and written communication skills;
• Builds strong relationships with clients and external actors;
• Remains calm, in control and good humored even under pressure;
• Demonstrates openness to change and ability to manage complexities.

Habilidades y experiencia requeridas

Education: 

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
• UNDP Procurement Certification programme

Experience: 

• 5 years of relevant experience at international level in procurement management;
• 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 language of the duty station Spanish and English are required.

Application:

Only on-line (*) applications received through www.py.undp.org which contains a signed UNDP P11 form and including contact details from three referees delivered by December 21st 2014 will be considered.

Additionally, hard copy of UNP11 form along with relevant certificates must be sent to:

United Nations Development Programme Office

Post Office Box # 1107

Asunción, Paraguay

Ref.: International Procurement Specialist

• International Fixed Term Appointment;
• We strongly encourage qualified women to apply.

 (*) On-line Application Process:

• Download the UNDP P11 Personal History Form, which can be found at www.py.undp.org Operaciones – Empleo;
• Complete, print and sign;
• Scan and save as .pdf file;
• Go to the vacancy announcement of your interest through www.py.undp.org / Operaciones / Empleo;
• Complete the on-line application (2 steps);
• Once you complete the 2nd step, you will be requested to upload the P11 form into the application site (please kindly use the CV Icon);
• You will receive an automatic Thank you note;
• Send hard copies of signed UNDP P11 form and relevant certificates as requested.