Antecedentes

Under the overall guidance of DCD, the Procurement Specialist is responsible for management of the CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money in Myanmar Country Office. The Procurement Specialist manages the CO procurement and provides solutions to a wide spectrum of complex issues related to procurement.

Myanmar CO has experienced a dramatic change from the HDI to CPAP mode which has led the Country Office to introduce innovative approach in its business processes which adhering to the UNDP Policy and Procedures framework, as well as keeping in view the significant increase in the volume of procurement.

Myanmar CO operates under the Direct Implementation (DIM) modality and that thus is directly responsible for its service delivery in a challenging and complex environment including the forthcoming elections, which add to the corporate risk factors, thus directly impacting the need to recruit a highly experienced Procurement Specialist who would promote a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist supervises will lead and support a national team comprising of professional and support staff. The Procurement Specialist will also work in close collaboration with the Management Support and Business Development, Operations, Programme and project.

Deberes y responsabilidades

Summary of key functions:

• Elaboration and implementation of operational strategies in the procurement area; Strategy for development of procurement team is prepared and implemented;
• Efficient management of procurement and contracting processes;
• Supervision of a team of procurement and administrative officers and act as task manager within the CO and sub-office overall procurement pipeline;
• Elaboration, introduction and implementation of sourcing strategy and e-procurement tools;
• Identify and close capacity gaps in the Procurement Team and introduction best practices  including standardized operating procedures;
• build skills, capacity and competency of the unit through various approaches and intervention including training, coaching and, intro.;
• Facilitation of knowledge building and knowledge sharing in the area of procurement;
• Training of staff and programme counterparts in operational issue of the areas related, especially at sub-office level.

Ensures elaboration and implementation of operational strategies and strategy for development of procurement team focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
• Strategy for sustainable development of procurement team prepared and implemented;
• CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows for procurement in the CO and Sub-Offices;
• Elaboration and implementation of cost saving and reduction strategies;
• Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
• Work to identify potential local suppliers for goods/services/works and pre-qualify them;
• Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Ensures the provision of efficient contracting services and supervision of the procurement and contracting team focusing on achievement of the following results:

• Undertake the entire international bidding process from pre-qualification and short listing of bidders, preparation of bids, issue, receipt and opening of bids, bid evaluation, clarifications, award approval, negotiations, contract finalization and award;
• Management of contracts including receipt of performance bonds, insurance verification, payments, issue of contract amendments and variation orders as necessary, outside and through UNDP’s Atlas PeopleSoft ERP software;
• Management of all UNDP works contracts in Myanmar including: coordination of programme engineering activities and personnel; alignment of specifications and standards; evaluation of engineering staff in conjunction with programme managers;
• Management of UNDP and common services premises including site identification, land acquisition/lease negotiation, maintenance, contract renewal and termination;
• Maintain and update contract tracking system to ensure timely action and interventions on all contracts.

Manages and guides procurement processes for CO, and sub-offices in Myanmar, Common Premises services and at the request of other Agencies focusing on achievement of the following results:

• Supervision of procurement staff;
• Timely and duly preparation of procurement plans for the offices and projects and monitoring of their implementation;
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
• Review and certification of submissions to the Local Contract, Asset and Procurement Committee (LCAP) and Advisory Committee on Procurement (ACP);
• Elaboration 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;
• Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
• Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
•  Implementation of harmonized procurement services and elaboration of proposals on common services expansion, introduction of joint procurement for the UN Agencies in line with the UN reform.

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

• Development and management of the rosters/catalogues of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Adoption of locally effective methods that respond to the complexities of the Sudan procurement environment and maximizes local procurement where this is most cost-effective and appropriate
• Continuous sensitization of Myanmar vendors to UNDP procurement rules and procedures which will enhance national capacity to respond to UNDP procurement requirements.
• Sourcing and assessment of Myanmar Non-Government Organizations for selection and establishment of a roster of qualified local implementation partners.

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

• Organization of trainings for the operations/ projects staff and implementing partners on Contracting and Procurement;
• Continuous and targeted enhancement of the procurement capacity in Sub-Offices in Myanmar;
• Synthesis of lessons learnt and best practices in Contracting and Procurement;
• Sound contributions to knowledge networks and communities of practice.

Identify and close capacity gaps in the Procurement Team and introduction best practices  including standardized operating procedures:

• Build skills, capacity and competency of the unit through various approaches and intervention including training, coaching and mentoring;
• Enhance market analysis & sourcing strategies and establish rosters/LTAs;
• Identify strategic procurement modality/process with programme staff to ensure providers of high quality goods/services are procured timely and effectively;
• Relationship building & partnership with internal clients and UNDP HQ (regional hub, Malaysia, Copenhagen procurement support offices).

Impact of Results

The key results have an impact on the overall CO 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; contribute to improving/developing capacities of the team

Competencias

Functional Competencies:

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 counseling 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. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Fair and transparent  decision making; calculated risk-taking.

Habilidades y experiencia requeridas

Education:

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
• CIPS Certificate level 4 is required.

Experience:

• 7 years of relevant experience at the national and 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;
• Combination of experience of working in UNDP HQ and UNDP Country Office is highly desirable.

Language Requirements:

• Fluency in English. Knowledge of the national language of the duty station is an asset.