Antecedentes

The UN Development Operations Coordination Office (UN DOCO) brings together the UN development system to promote change and innovation to deliver together on sustainable development with the aim for the greatest impact while drawing on the best from each part of the United Nations. The recent adoption of Agenda 2030 has accelerated the need for the strategic advisory and uniting role that UN DOCO undertakes within the UN Development System (UNDS), and particularly the UNDG.  The need to strengthen and enhance engagement within the UNDS, and support the advancement of the integrated agenda across the three pillars of the UN charter (peace and security, development, and human rights) is more crucial than ever before.

UN DOCO works under the leadership of the UNDG Chair and guidance of the UNDG.  The UN DOCO team provides field evidence to inform policy, facilitates the achievement of shared results, and promotes excellence in UN leadership and coordination. UN DOCO works in close collaboration with the development, peacebuilding, humanitarian, human rights and administrative arms of the UN and its partners, to ensure joint efforts and results through the following:

• Provide solutions, analyses, and advocacy on the UN’s common normative and operational agenda, including on integrated development policy;
• Enhance through a technical advisory role the UNDG programme and operations instruments and methodologies to enable the UN to strengthen its work together for development;
• Undertake a quality assurance role for all UNDG products and services;
• Support substantively and administratively, the UN development system coordination mechanisms at the country and regional levels, including for Delivering as One;
• Foster best practices, especially at the country and regional levels, that result in improved efficiencies and impact;
• Manage and oversee the UNDG cost sharing mechanism for the RC System at the country, regional and global levels, ensuring that the RC System is provided the core capacity it needs to deliver;
• Design and deliver capacity building in strategic areas which enhance collaboration and knowledge transfer, while also supporting knowledge networks and peer to peer engagement;
• Manage, facilitate, and provide technical advisory expertise to inter-agency networks of expertise and knowledge sharing;
• And support the UNDG Chair, Regional UNDG Chairs, ASG Advisory Group, UNDG Working Group Co-Chairs, and UN Resident Coordinators, in the discharge of their leadership and coordination responsibilities.

The Business Service Centre (BSC) is responsible for the effective and efficient delivery of essential business functions, to support organizational effectiveness. These functions include Finance, Procurement, ICT, Fund Management, Donor Liaison and Reporting and General Administration. The BSC is responsible for the management of the UN Country Coordination Fund (UNCCF) and resources to support UN Resident Coordinators (SRC funds).  As the service provider of these functions in DOCO, the BSC works in support the DOCO units.

Under the guidance and supervision of BSC Team Leader the Procurement Associate:

• Provides leadership in the efficient administration of procurement services of DOCO ensuring their effectiveness, transparency and integrity;
• Promotes a client focused, quality and results oriented approach;
• Works in close collaboration with members of the BSC and programme units to resolve complex procurement related issues, providing advice on procurement policies and procedures, including as they relate to submission to DOCO’s CAP and ACP;
• Obtains further guidance and advice from the office of legal and procurement support unit in UNDP;
• Represents DOCO in the inter-agency ATLAS meetings concerning the Procurement and travel.

The key results have an impact on the overall UNDOCO efficiency in procurement and success in implementation of operational strategies.

Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery of UNDOCO activities. The information provided facilitates decision making of the management.

Deberes y responsabilidades

Summary of Key Functions:

• Administration and implementation of procurement strategies;
• Organization of procurement processes;
• Supports travel management;
• Implementation of sourcing strategy and e-procurement tools;
• Facilitation of knowledge building and knowledge sharing.

Ensures administration and implementation of the operational strategies 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 functioning of a client-oriented procurement management system;
• DOCO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows for Procurement within DOCO;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management;
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in DOCO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction;
• Contract management/Procurement plan & oversight.

Organizes procurement processes for DOCO focusing on achievement of the following results:

• Preparation of procurement plans for the office and their implementation monitoring;
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Preparation of Purchase Orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas;
• Review of procurement processes conducted in DOCO; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• 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.

Supports travel management processes for DOCO focusing on achievement of the following results:

• Performing a buyer role in Atlas for preparation of POs for travel and other administrative expenses;
• Processing of Purchase Orders for travel in Atlas. Ensures availability of budget according to COA.

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

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Ensure appropriate sourcing strategy, including LTAs.

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

• Organization & delivering of trainings for DOCO staff on Procurement and contract management;
• Synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

Competencias

Core:

Innovation:

• Ability to make new and useful ideas work.

Leadership:

• Ability to persuade others to follow.

People Management

• Ability to improve performance and satisfaction.

Communication:

• Ability to listen, adapt, persuade and transform.

Delivery:

• Ability to get things done.

Technical/Functional:

Primary:

• Researches best practices and proposes new, more effective ways of doing things; identifies and communicates opportunities to promote learning and knowledge-sharing; develops awareness of various internal/external learning and knowledge-sharing resources;
• Demonstrates ability to diagnose problems and identifies and communicates processes to support change;
• Makes recommendations with regard to business-process, re-engineering, approaches and procedures;
• Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly;
• Responds positively to new approaches; tracks problems and proposes solutions;
• Demonstrates in-depth understanding and knowledge of procurement rules and regulations, and utilizes regularly in work assignments;
• Ability to formulate and manage procurement plans;
• UNDP Procurement Certification programme.

Habilidades y experiencia requeridas

Education:

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

Experience:

• 7 years of progressively responsible administrative experience is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems;
• Knowledge of Atlas is an asset.

Language:

• Fluency in English required;
• Proficiency in another UN working language is desirable.