UN WOMEN Jobs - 111680- Procurement Specialist

Procurement Specialist

Advertised on behalf of

UN WOMEN

Location :

Dakar, SENEGAL

Type of Contract :

FTA Local

Starting Date :

01-Jun-2023

Application Deadline :

30-Mar-23 (Midnight New York, USA)

Post Level :

NO-C

Duration of Initial Contract :

1 year

Languages Required :

English French

Expected Duration of Assignment :

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.

Through the Regional Office (RO) for West and Central Africa and country offices (COs) across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights particularly for marginalized groups of women. Other programmes in the region involve partnering with women in their efforts to engage in peace and reconstruction efforts and push for gender equality (GE) provisions integral to preparing for, mitigating, and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sector.

Under the overall guidance of the Chief of Procurement in Headquarters and the daily supervision of the Operations Manager of WCARO, facilitates the management of procurement and promotes a strategic approach to sourcing within the Region in all areas from procurement process of goods and services, procurement contracts, long-term agreements, lease agreements. This facilitation role is designed to add value and effectiveness to the management of procurement within the Region while in no way creating an added layer of bureaucracy between the field and HQ, and all accountabilities and duties must reflect this overarching principle. In effect the incumbent acts as the interface between the field and HQ on several procurement areas.

The Procurement Specialist will ensure that procurement process in the Region is in line with UN Women goals, plans and strategies and in compliance with applicable procurement policies and guidelines. The incumbent will assist the Regional Procurement Review Committee in ensuring compliance of procurement within the Region with corporate standards. The incumbent also supports the implementation of strategic procurement initiatives within the Region including e-procurement, e-travel, etc. S/he will keep the Regional Director aware of procurement issues within the Region requiring Regional Office attention and keep the Regional Direct abreast of procurement and compliance issues

Duties and Responsibilities

Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

Ensures full compliance of procurement activities with UN Women rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
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 strategic procurement in the Region including tendering processes and evaluation, contract management, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation & quality management.
Conduct periodic expenditure analyses to support the development of regional management strategy, which shall account for establishment of long term/strategic relationships with key suppliers for recurring supplies and services;
Work closely with the HQ procurement section, RO sections and Country offices to ensure alignment in procurement practices;
Lead the procurement regional network and provide technical support and guidance to procurement focal points in the region;
Lead UN Women’s regional engagement on common back office procurement service expansions and joint services with other agencies in the region.

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

Review and consolidation of the procurement plans for the region and monitoring their implementation.
Organization of competitive and complex procurement processes for the Region including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, evaluation, negotiation of certain conditions of contracts in full compliance with UN Women rules and regulations.
Preparation and issuance of the RO’s long term agreements (LTAs) for goods and services.
Preparation of Purchase orders and contracts in and outside Atlas and preparation of Recurring Purchase orders for contracting of goods and services. Procurement Buyer profile in Atlas.
Review of procurement processes conducted by RO and Projects; submissions to the Procurement Review Committee (PRC); Performing as secretariat for the PRC.
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched.
Presentation of researched information on procurement in the RO.
Organization of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy and preparation of the Institutional and Professional Contracts, focusing on achievement of the following results:

Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
Verification and control of all the supporting documents in respect of the Institutional and Professional Contracts for the RO.
Ensuring preparation, clearance and issuance of the Institutional and Professional Contracts, in due time.

Provide Administrative and Procurement Support to the RO’s Programme Team and Implementing Partners (IPs), focusing on achievement of the following results:

Provide Administrative and Procurement Support in the preparation of programme work plans and budgets, as well as the programme implementation arrangements;
Provide capacity building and trainings on Procurement processes to the Implementing Partners (IPs), as support to program implementation;
Gather and compile updated data and information for the procurement policies and guidelines;
Support the Programme team in procurement data tracking and reporting.

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

Organization of trainings for the operations/ projects staff on Procurement;
Synthesis of lessons learnt and best practices in Procurement;
Sound contributions to knowledge networks and communities of practice

Key performance drivers

Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
Timely and quality processing of purchase orders
Timely delivery of services by administration team
Proper and accurate maintenance of files and databases, documents are easily retrievable
Timely organization of transport and logistics activities
Timely and quality advice to the RO and COs in the region
Regular dissemination and sharing of best practices/ lessons learned on procurement management.

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

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.

Required Skills and Experience

Education

Master's degree 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 an internationally recognized provider such as CIPS (level 3) is an asset;
Willingness to take UN Women internal procurement certifications is required

Experience

At least 5 years of progressively responsible experience in procurement, contract management, supply chain management or related area.
Experience in ERP (Enterprise Resource Planning) system (Oracle or equivalent) and IPSAS is desirable.
Experience at both field and global level in international organizations is an advantage.
Experience of accrual accounting, IPSAS or IFRS is highly desirable;
Proficiency in using computers and standard office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages

Language requirements

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

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only shortlisted candidates will be notified.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)