Procurement Specialist UNDP Country Office (Operations)


Location : Kabul, AFGHANISTAN
Application Deadline :12-Jun-09 (Midnight New York, USA)
Type of Contract :FTA International
Post Level :P-4 (Fixed Term Appointment)
Languages Required :
English  
Duration of Initial Contract :One Year

Background

Under the overall guidance and supervision of the Deputy Country Director (Operations) and direct supervision of Operations Manager the Procurement Specialist is responsible for management of the CO Procurement Unit, effective delivery of procurement and contracting services for UNDP programme, projects and associated agencies in UNDP Afghanistan, in order to obtain the best value for money with large procurement volume. The Procurement Specialist manages the CO 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 support and professional staff of the Procurement Unit. The Procurement Specialist trains and advises on procurement procedures to UNDP project staff, UN Agencies and counterparts in the Government. 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.  

 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and education requirements. 


Duties and Responsibilities

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;

·          Provision of advisory services to programme, projects, other UNDP units and associated Agencies;

·          Facilitation of knowledge building and knowledge sharing.  

 

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

 

·         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; 

·          CO 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 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 including sourcing strategy,  supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.  

 

2.     Ensures efficient management of  procurement processes for CO, NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results:  

 

·          Strategic planning, development and coordination of procurement operations and scheduling for NEX and DEX projects and UN Agencies; 

·          Lead the procurement team of the office including projects and global funds in organizational aspects and tasks assignment according to the work plan of the Country Office (CO) and Projects;

·         Development of necessary solicitation and contracting documentation, in compliance with UNDP procurement standards and procedures; 

·         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; 

·         Coordination and advice in formal evaluation of bids, processing of technical clarifications on behalf of evaluation committee and finalization of commercial evaluation of bids; 

·          Preparation and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), including active coordination and resolution of any issues; 

·          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; 

·          Maintenance of auditable procurement and contracting records in compliance with UNDP standards; 

·          Supervision of preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies; 

·          Monitoring of contract executions, delivery periods, contract amendments and contractor performance and coordination with technical teams on certification of work for compliance with contractual terms and for payment; 

·          Oversight of financial flows related to procurement and reconciliation between inventory and accounting system data; 

·          Identification of procurement bottleneck/issues and provision of strategic advice to management ensuring remedial action is taken;

·          Establishment and implementation of harmonized procurement services and elaboration of proposals on common services expansion in the UN House, introduction and management of joint procurement for the UN Agencies in line with the UN reform.  

 

3.     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; 

·         Verify and analyze local and regional markets for capacity/availability of requirements based on competitive prices and quality; 

·          Management of the e-procurement system.  

 

4.     Provides advisory services to programme, projects, other UNDP units and associated Agencies focusing on achievement of the following results:  

 

·          Advice on correct interpretation of contract terms and clauses, penalties, handling of guarantees, and any other issues related to contracts or purchase orders; 

·          Technical advice to counterpart agencies in procurement procedures. 

 

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

 

·          Development and organization of training for the operations/ projects staff on Procurement to contribute to capacity building; 

·          Organization of trainings for Govt. staff on Procurement as required; 

·          Synthesis and dissemination of lessons learned and best practices in Procurement and Supply Management; 

·          Sound contributions to knowledge networks and communities of practice. 


Competencies

Corporate Competencies: 

 

·          Demonstrates integrity by modeling the UN’s values and ethical standards; 

·          Promotes the vision, mission, and strategic goals of UNDP; 

·          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; 

·          UNDP Procurement Certification programme would be an advantage. 


Required Skills and Experience

Education: 

 

·          Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field. 

 

Experience:  

 

·          7 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, etc) and advance knowledge of web based management systems. 

 

Language Requirements: 

 

·          Fluency in English.  Knowledge of Dari and / or Pashto would be an asset but is not a requirement.  

 

Interested and qualified International candidates should apply on-line through the UNDP Jobs site at http://jobs.undp.org.af/jobs    

 

Please ensure that you upload your UN Personal History Form-P11 (available at www.undp.org.af/jobs) in the relevant field of the on-line applications. 

 

Incomplete applications or applications received after the closing date (11 June 2009) will not be given consideration. Please note that only applications who are short-listed will be contacted.  

 

For more detailed information about UNDP Afghanistan please visit our website at www.undp.org.af   

 

Female candidates are highly encouraged to apply. 


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