Background

In order to reinforce peace and political stability, it proves to be necessary to support continuity and strengthening the democratic process in Burundi. In this context, the Government of Burundi solicited the United Nations Development Programme (UNDP) as well as the Technical and financial Partners (TFP) participating in the Electoral Cycle Project to bring assistance to the development of organizational, technical, financial and operational capacities of the main stakeholders involved in the electoral process, in particular the National Independent Electoral Commission (NIEC) as principal recipient of the electoral assistance, but also the government, the public institutions, the political parties, the Civil Society Organizations , women and young people, groups under-represented or marginalized, media. The role of the Elections project is to bring a high-quality technical assistance to the NIEC and to all institutions involved in the electoral process in the area of operations. The goal of the actions suggested by the Project is to allow an efficient and sustainable control of free electoral process, transparent, credible and inclusive, in accordance with the international standards.

Under the supervision of the Chief Technical Advisor, the Procurement Specialist provides leadership in execution of procurement services for the project ensuring their effectiveness, transparency and integrity. S/He will work in close collaboration with the country office units and  promote a collaborative, client-focused, quality and results-oriented approach in the project.

Duties and Responsibilities

Duties and Responsibilities

• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
  
• Project Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics;
  
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with the Chief Technical Advisor;
  
• Conceptualization, elaboration and implementation of contract strategy and strategic procurement in the Project including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation.

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

• Ensure Acquisition Plans are in place in advance of the procurement cycle and ensure that the Plan is properly laid out in order to carry out successful procurement activities in a timely and efficient manner in accordance with all financial and procurement guidelines;
  
• Analysis of unusually complex and/or critical procurement proposals of significant financial or operational impact ;
  
• Preparation of procurement plan for the project including deadlines and monitoring processes;
  
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services. Buyers profile in Atlas;
  
• Implementation of the internal control system, which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

Ensures proper control of Project Assets focusing on achievement of the following results:

• Preparation of inventory reports;
• Implementation of Inventory and physical verification control in the Project’s Assets.

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

• Synthesis of lessons learnt and best practices in Procurement;
• Development and dissemination of best practices;
• Sound contributions to knowledge networks and communities of practice.

Performs other duties as required:

Competencies

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

• 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;
  
• 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.

• 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;
  
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments.

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

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

• 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;
  
• Solicits feedback on service provision and quality.

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

• 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.

Required Skills and Experience

• Master’s (or equivalent) in Procurement, Business or Public Administration. Specialized training in procurement would be desirable.

• Minimum 5 years of relevant experience at the national or international level in procurement management
• UNDP Procurement Certification programme would be desirable;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling of web based management systems;
• Excellent team leadership spirit; solid experience in the management of people and systems in high-pressure environments;
• Experience in procurement management with elections projects would be an advantage;
• Knowledge of ERP System (PeopleSoft) and IPSAS will be an advantage.
  

• Excellent oral and written skills in French and fluency in English are essential.

• Qualified female candidates are strongly encouraged.