Procurement Specialist


Location : Copenhagen, DENMARK
Application Deadline :28-Jul-13 (Midnight New York, USA)
Type of Contract :FTA International
Post Level :P-4
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
02-Sep-2013

Background

UNDP is a founding cosponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund), and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development leverages the organization’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. 

As of early 2012, UNDP served as the interim Principal Recipient for 65 active HIV, TB and malaria grants funded by the Global Fund in 29 countries. UNDP also provides capacity support to a number of national entities managing Global Fund grants directly and Country Coordinating Mechanisms. In its role as interim Principal Recipient, UNDP is responsible for the financial and programmatic management of grants, as well as the procurement of health and non-health products. In all cases, the implementation of grants must be done in accordance with UNDP policies and procedures, as well as the policies and guidelines of the Global Fund. Given the importance of the partnership with the Global Fund, UNDP continues to strive towards providing high value-added services to governments and the Global Fund, both in its role as interim Principal Recipient, and increasingly as a significant technical partner to governments implementing Global Fund grants.

The Bureau for Development Policy (BDP) is UNDP’s policy Bureau and backbone of the global practices.  Driven by demand, BDP provides tools, analysis and capacities for country offices to make a real difference in UNDP’s practice areas. BDP supports UNDP’s 2008-2013 Strategic Plan, focusing on 6 thematic areas: Poverty Reduction; Governance; Environment and Energy; HIV, Health & Development; Capacity Development; and Gender Equality and Women’s Empowerment.  

The Procurement Support Office (PSO) within the Bureau of Management (BoM) is responsible for managing the procurement function in UNDP. PSO’s mandate, among others, covers development and updating of procurement policy, providing procurement advisory and operational support to country offices and professionalization of the procurement function.  Its objectives are to support programme delivery in line with UNDP’s Strategic Plan, ensure that procurement practices reflect best practices in public procurement and to ensure that procurement in UNDP is conducted in accordance with rules and regulations, the accountability framework, all with a view to risk mitigation to UNDP.

The Procurement Specialist will work within the Cluster for Partnerships with the Global Fund, HIV, Health and Development Group, BDP in close collaboration with the Global Procurement Unit of PSO/BoM.

Under the guidance and supervision of Cluster Leader for the UNDP-Global Fund Partnership, the Procurement Specialist, in close consultation with the Director of PSO, will be working as part of a team responsible for UNDP’s relationship with the Global Fund and will focus on the establishment and effective management of the Long Term Agreements at both regional and global levels to facilitate efficient procurement processes to achieve value for money.  In addition, he/she will work with the Cluster Leader to provide timely procurement advisory guidance within UNDP’s policies and regulatory framework. Furthermore, he/she will be responsible in establishing and effectively maintaining the roster of various experts for technical assistance in required fields.  The Procurement Specialist will directly supervise one support staff (G-6).


Duties and Responsibilities

Summary of key functions:

  • Support to the development and implementation of operational strategies;
  • Efficient management of procurement processes;
  • Elaboration and implementation of sourcing strategy and e-procurement tools;
  • Relationship management with internal and external stakeholders; and
  • Facilitation of knowledge building and knowledge sharing.

Support to the development and implementation of operational strategies with the following key responsibilities:

  • Develop and implement specific quantitative criteria for performance measurement of procurement activities related to the UNDP-Global Fund Partnership;
  • Maintain and update the Global Fund User Guidelines and templates in close consultation with PSO, the Cluster Leader and other colleagues in the Team;
  • Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; develop and implement an effective internal control framework  and a client-oriented procurement management system;
  • Elaborate and implement cost-saving and reduction strategies. Plan and monitor the unit’s budget to assure the timely and efficient delivery of services;
  • Conceptualize, elaborate and implement a contract strategy including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations, payment conditions and risk assessment;
  • Conceptualize, elaborate and implement strategic procurement elements including sourcing strategy, supplier selection and evaluation, quality management, customer relations, and e-procurement development and refinement;
  • Participate in periodic meetings of the office and of the Unit in order to provide prompt and timely advice in the planning of resources and activities.

Efficient management of procurement processes with the following key responsibilities:

  • Review and comment on the requisitions and procurements plans prepared by the Client’s units, ensuring that related responsibilities are adequately designated, and that the time and resource estimates are adequate for the success of the proposal;
  • Prepare and deliver well-developed procurement plans for clients/projects including deadlines and monitoring processes;
  • Establish and implement monitoring and control systems for procurement processes including organization of RFQ, ITB, or RFP, receipt and evaluation of quotations, bids or proposals and negotiation of certain conditions of contracts to ensure full compliance with UNDP rules and regulations;  Take action where standards or regulations are not met;
  • Review the solicitation documents, criteria for evaluation, specifications, and evaluation reports, and participate in contractual negotiations for contracts of high value and complexity, when required;
  • Promote and supervise compliance with the regulations established by the Contracts, Assets and Procurement Committee (“CAP”) and the Advisory Committee on Procurement (“ACP”);
  • Acts as audit focal point for the Unit and ensure the implementation of recommendations from internal and external audits assuring that corrective measures are placed in practice, when necessary;
  • Elaborate and implement the internal control system which ensures that purchase orders are prepared and dispatched; take timely corrective action on purchase orders if problems arise;
  • Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform;
  • Draft and issue contracts, Terms and Conditions and Schedules and ensure effective management of contracts to secure beneficial contractual arrangements for UNDP; and
  • Provide consultation on ad hoc procurement processes to support business units that experience difficulties throughout the procurement chain.

Elaboration and implementation of sourcing strategy and e-procurement tools with the following key responsibilities:

  • Establish and effectively manage Long Term Agreements for the Global Fund procurement in collaboration with UNICEF, UNDP PSO/Global Procurement Unit and other UN agencies as well as other stakeholders;
  • Develop and manage the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance management mechanisms;
  • Conduct pre-bid meetings with interested vendors to ensure complete understanding of the bidding documents;
  • Manage the complete tender process for multiple concurrent tenders using an e-procurement system; and
  • Identify, implement and manage preferred supplier arrangements (LTAs) for goods and services.

Relationship management with internal and external stakeholders with the following key responsibilities:

  • Develop effective collaborative relationships with UNDP ‘clients’  working in business units; facilitate client capacity development as a key element of every procurement assignment;
  • Develop and maintain an effective network with inter-agency procurement counterparts working on Global Fund procurement activities; and
  • Act as primary focal point for vendors involved with LTAs for Global Fund related procurement.

Facilitation of knowledge building and knowledge sharing with the following key responsibilities:

  • Provide specific support and trainings to UNDP Country Offices when required, in line with the UNDP Global Fund Partnership Team’s work plan for CO support;
  • Upon request by the Cluster Leader, draft appropriate advisory note(s) related to the Global Fund related procurement;
  • Effectively manage the roster of various technical experts to provide UNDP Country Offices with technical assistance in a timely manner;
  • Organize trainings for operations/programme staff on Global Fund Procurement;
  • Identify the personnel required to achieve the correct functioning of the Unit, prepare the terms of reference and coordinate their selection and contraction;
  • Supervise and evaluate the performance of personnel in their positions, promote their personal and professional development in order to constantly improve the quality of their work and stimulate their collective and individual growth;
  • Elaborate and carry out a training plan for the unit, focusing on collective as well as individual activities according to the necessities of the unit and available resources;
  • Synthesize lessons learned and best practices in the procurement of global and specialized goods and services;
  • Make regular contributions to the procurement knowledge network and other communities of practice; and
  • Provide leadership in the establishment of a reputation as the “Centre of Excellence”, which shares best procurement practices with other business units.

Impact of Results

  • UNDP will be able to ensure effective programme implementation and that the financial resources entrusted to it for Global Fund financed programmes and projects are managed optimally at the country level;
  • UNDP will be able to ensure optimum programme results for beneficiaries through strengthened professional capacity in managing the specialized procurement requirements and supply chain management;
  • UNDP CO staff members in operational and programme roles will benefit from the ongoing coaching and mentoring support provided by the Procurement Specialist in the context of a complex and specialized development programme; and
  • UNDP and partners will be able to develop and improve tools, methods, approaches, and knowledge products to better support procurement and supply chain management.


Competencies

Functional Competencies:

Building Strategic Partnerships

  • Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments; and
  • Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved.

Promoting Organizational Learning and Knowledge Sharing

  • Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
  • Identifies new approaches and strategies that promote the use of tools and mechanisms; and
  • Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise

  • Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
  • Serves as internal consultant in the area of expertise and shares knowledge with staff;
  • Continues to seeks new and improved methods and systems for accomplishing the work of the unit;
  • Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally; and
  • Demonstrates comprehensive knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

  • Provides counseling and coaching to colleagues who are dealing with change Assists in the development of policies, communications, and change strategies; and
  • Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design and Implementation of Management Systems

  • Makes recommendations regarding design or operation of systems or programmes within organizational units; and
  • Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation

  • Anticipates client needs;
  • Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
  • Demonstrates understanding of client’s perspective;
  • Keeps the client informed of problems or delays in the provision of services;
  • Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively; and
  • Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management

  • Provides inputs to the development of organizational standards for accountability and results-based management.

Core Competencies:

  • Promoting ethics and integrity, creating organizational precedents;
  • Building support and political acumen;
  • Building staff competence, creating an environment of creativity and innovation;
  • Building and promoting effective teams;
  • Creating and promoting enabling environment for open communication;
  • Creating an emotionally intelligent organization;
  • Leveraging conflict in the interests of UNDP & setting standards;
  • Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Fair and transparent decision making; calculated risk-taking; and
  • Remains calm, in control and good humored even under pressure.


Required Skills and Experience

Education:

  • Master’s Degree or equivalent in Procurement, Business Administration, Public Administration, Finance, Economics or related field;
  • Complimentary qualifications in social science, public health, pharmacy, medicine or any development-related field of study is an asset; and
  • UNDP Procurement Certification programme or equivalent procurement certification is an asset.

Experience:

  • Minimum 7 years of relevant experience, with at least 3 years at the international level, in procurement management required;
  • Strong IT and people management skills required;
  • Knowledge of and/or expertise of UN or UNDP procurement policies and procedures is highly desirable; and
  • Operational knowledge of the Global Fund would be a strong asset.

Language:

  • Fluency in English is required.  Fluency in French is an asset.


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