Background
As the main partner of Togo Government, UNDP has decided to support the country to strengthen its technical and operational capabilities, and take profit of opportunities to increase the delivery of the budget execution, mainly concerning public investments in some key sectors.
To achieve this goal, a client oriented service centre is being created (Project Management, procurement services and resource mobilisation) with relevant control mechanisms, in line with ATLAS management and UNDP guidelines and policies.
Under the authority of the Deputy Resident Representative and direct supervision of the Service Center Manager, the Procurement Specialist will be responsible of elaborating and implementing procurement strategies for the Service Center. He will work in close collaboration with UNDP Programme and Operations units.
Duties and Responsibilities
Summary of key functions:
- 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 in close collaboration with the UNDP procurement and Service Center Unit:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
- Elaboration and implementation of cost saving and reduction strategies.
- Elaboration and implementation of contract strategy in the 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.
- Elaboration and implementation of strategic procurement in the 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 focusing on achievement of the following results :
- Timely and proper preparation of procurement plans for the office and projects, 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 rules and regulation;
- Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
- Management of procurement contracts;
- 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.
Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- 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 project focusing on achievement of the following results:
- Organization of training for the Service Center and projects staff on Procurement;
- Synthesis of lessons learned and best practices in Procurement;
- Sound contributions to knowledge networks and communities of practice.
Competencies
CoreCompetencies:
- Ethics and Values: Promoting ethics and integrity by modelling the UN’s values and ethical standards;
- Organization awareness and team working: apply corporate thinking and judgment to build support and promotes effective team;
- Developing and empowering people: ability to build staff competence and to create an environment of creativity and innovation.•Communicating information and ideas: creating and promoting enabling environment for open communication.
Functional Competencies:
Management and commitment to Learning
- Share knowledge and expertise: contribute to the operational fields of the UNDP and work actively to achieve ongoing personal development and learning;
- Possess the ability to provide advisory services with regard to operations management and electoral assistance;
- Have a practical and in-depth knowledge of issues pertaining to office/programme operations management.
Development and Operatiional Efficiency
- Have a good knowledge of the rules and procedures of the UNDP with regard to the management of projects and programs;
- Demonstrate a capacity for planning and organizing one’s work as well as reviewing and redefining workflow;
- Have the ability to speak and write clearly and concisely and a capacity to think analytically and conceptually;
- Excellent knowledge of information technology, including the Software Programs “ Project”, “PowerPoint” and Excel” as well as other management software ( MS Project, MS Vision).
Management and Leadership
- Focus on outputs and outcomes for the customer and respond constructively to critical feedback;
- Encourage risk-taking in the quest for creativity and innovation;
- Lead teams effectively and demonstrate skill in resolving conflicts;
- Show a positive and constructive approach to work;
- Establish meaningful partnership with customers and external stakeholders.
Required Skills and Experience
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
- 5 years of relevant experience at the national or international level in procurement management. Experience in the usage of computers and office software packages (MS Word, Excel, ATLAS financial module, etc) and advance knowledge of web based management systems Experience of UN /UNDP procurement is essential.
Language Requirements:
- Fluency in French and knowledge of English.