UN WOMEN Jobs - 108639- Procurement Consultant

Procurement Consultant

Advertised on behalf of

UN WOMEN

Location :

Home-based

Type of Contract :

Individual Contract

Starting Date :

05-Sep-2022

Application Deadline :

25-Aug-22 (Midnight New York, USA)

Post Level :

International Consultant

Duration of Initial Contract :

12 months (possible transition to IPSA Specialist)

Languages Required :

English

Expected Duration of Assignment :

12 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UN-Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of Deputy Director of DMA and under the direct supervision of the Chief of Procurement Section, the Procurement Consultant provides operational and transactional support and effective delivery of procurement services to the Spotlight Programme, and other programmes, as required, in UN Women. The incumbent is primarily responsible for the planning, implementation and managerial oversight of the functional areas ensuring consistency in service.

The Procurement Consultant is expected to provide solutions to a wide spectrum of complex issues related to procurement, promote a collaborative, client-focused, quality and results-oriented approach in the section, work in close collaboration with internal and external stakeholders both at Headquarters and field levels for the successful delivery of procurement services.

Duties and Responsibilities

Summary of Key Functions:

Implementation of procurement and operational strategies;
Procurement planning and efficient management of procurement processes;
Contracts and Agreements management;
Provide procurement support to the Spotlight Programme and other relevant programmes/projects at global and field level;
Knowledge building and knowledge sharing.

Description of Functions:

1. Ensure effective and efficient implementation of procurement and operational strategies, focusing on achievement of the following results:

Full compliance of procurement activities with UN-Women regulations, rules, policies, and internal control mechanisms;
Proper functioning of a client-oriented procurement management system;
Initiate and lead strategies to ensure effective implementation of procurement activities, including sourcing strategy, quality management, customer relationship management, e-procurement introduction and promotion, suppliers’ performance measurement.
Analysis of business requirements and formulation and implementation of proposals for increased transparency, accountability cost reduction;
Implementation of the internal control system to ensure that contractual modalities are prepared, approved and processed and administered in a timely manner;
Support Procurement Section in all activities aimed at enhancing business processes, such as improving existing documents/templates or developing new ones where necessary;
Identify opportunities for innovation in transaction processing;
Contribute to business process mapping and elaboration of internal Standard Operating Procedures (SOPs).
Coordinate and supervise travel arrangements;

2. Plan procurement actions for acquisition for a range of goods and services, of varying complexity, focusing on achievement of the following results:

Prepare, implement and monitor procurement plans for Headquarters, monitor goals, objectives and achievements and regularly update stakeholders and clients;
Oversee the preparation and consolidation of the procurement plans of the programme, and monitor the implementation;
Assist clients in the development of technical specifications, Terms of Reference, Scope of Works.
Conduct market research to keep abreast of market developments;
Develop and manage the rosters of suppliers, improve systems for supplier selection, evaluation, quality and performance measurement;
Lead procurement activities using specific procurement methods (Shopping, Micro-purchasing, Request for Quotation, Invitation to Bid, Request for Proposal etc.);
Lead the logistical aspect of procurement activities to ensure safe deliveries of goods and services are validated according existing procurement policies and procedures;
Formulate strategies and design innovative solutions for complex procurement projects.

3. Ensure proper Contracts and Agreements administration, focusing on achievement of the following results:

Ensure adherence to proper contractual modalities;
Manage existing LTAs through effective management of procurement plans for Spotlight Programme and other programmes/projects;
In consultation with the Legal Adviser, assist in negotiating, drafting, and reviewing terms and conditions of contractual modalities favorable business terms for UN Women;
Record and maintain all contracts and agreements details (organization-wide) to ensure real-time data availability to all stakeholders;
Assist clients in resolving business or contract related issues to ensure smooth contract fulfillment;
Manage effectively stakeholder relationship (vendors and clients);
Assist clients to implement measures to ensure effective contract management, including timely follow-up to ensure Contracts and/or Agreements are extended and/or fresh bidding exercises are undertaken as required for business continuity.

4. Lead and/or conduct procurement for the Spotlight Programme which includes, but is not limited to:

Defining needs;
Select best method and type of solicitation;
Issue Invitation To Bid/Request For Proposal/Request For Quotations;
Receipt, opening, and evaluation of offers in close ‘collaboration’ with stakeholders;
Recommendation for awards and obtaining the necessary approvals;
Issuance of contracts/purchase orders;
Contract administration (including process of payments, suppliers performance evaluation etc.);
Logistics;
Proper filing for audit trail on behalf of UN-Women Headquarters stakeholders;
Monitor product developments and deadlines and integrate Supply Chain stakeholders;
Conduct market research to keep abreast of market developments;
Facilitate exchange of information on a variety of procurement process and transaction issues to clients;
Record all stages of procurement process to ensure full transparency and accountability;
Maintain up-to-date knowledge of relevant market developments, reports preparation;
Analyze the procurement needs and historical procurement data;.

5. Ensure knowledge building and knowledge sharing focusing on achievement of the following results:

Enhance staff capacity and learning skills through coaching, training, mentoring, and other innovative measures;
Contribute with practical cases and examples to the development and maintenance of procurement related regulations and rules, procedures, systems, tools and learning initiatives aimed to facilitate the business requirements of UN-Women and capacity building of personnel;
Synthesize lessons learned and best practices in procurement;

Impact of Results:

The key results have an impact on the execution of the procurement services management by the Procurement Section in terms of quality and accuracy of work completed. Accurate data entry and procurement information, presentation of information and client-oriented approach enhances UN-Women Procurement capacity as an efficient service provider to its client.

Competencies

Core values:

Respect for Diversity
Integrity
Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Functional Competencies:

Knowledge Management and Learning:

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 functional areas, acts on learning plan and applies newly acquired skills;
Operational Effectiveness;
Ability to lead procurement processes using ‘best practice’ procurement methods, tools and approaches (including RFQ, ITB and RFP);
Strong research and analytical skills to develop tools, methods and approaches to support improved practices and business processes;
Ability to introduce strategic procurement approach to procurement planning and implementation including sourcing and contract management;
Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
Sound grasp of developing and preparing technical and legal contracts; managing and coordinating negotiations with all interested parties including in relation to contract disputes and claims.

Management and Leadership:

Focuses on impact and result for the client and responds positively to feedback;
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;

Behavioral:

Demonstrates strong interpersonal, team-based and presentational skills in a multicultural, multidisciplinary and multi-sectorial environment;
Demonstrated negotiation skills to facilitate negotiations;

Strong networking skills to ensure effective collaborative relationships between UN-Women and other UN agencies and with a diverse range of clients and suppliers.

Required Skills and Experience

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Operations, Supply Chain Management, or related field.
A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Procurement Certification from International recognized institutions (e.g. CIPS-Chartered Institute of Purchasing & Supply) is an asset.

Experience:

A minimum of five years of progressively responsible experience in procurement, contract management, supply chain management or related area. Experience in ERP (Enterprise Resource Planning) system (PeopleSoft or equivalent) and IPSAS is desirable.
Experience at both field and global level in international organizations is an advantage.
Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft;
Experience of accrual accounting, IPSAS or IFRS is highly desirable;

Language Requirements:

Fluency in oral and written English required;
Working knowledge of another UN official language is an asset.