Programme Procurement Officer (Open to Egyptian Nationals Only)



Advertised on behalf of :

Location : Cairo, EGYPT
Application Deadline :29-May-16 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-4
Languages Required :
Arabic   English  
Starting Date :
(date when the selected candidate is expected to start)
01-Jul-2016
Duration of Initial Contract :one year
Expected Duration of Assignment :one year

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 guidance and direct supervision of the Operations Manager, the Programme Procurement Officer manages the procurement services in Country Office (CO) ensuring their effectiveness, transparency and integrity. The Programme Procurement Officer promotes a client-focused, quality and results- oriented approach in the Unit.

The Programme Procurement Officer works in close collaboration with the Operations, Programme and projects staff in UN Women Country Office and Projects.


Duties and Responsibilities

Summary of Key Functions:

  • Administration and implementation of operational strategies;
  • Organization of procurement processes;
  • Implementation of sourcing strategy, review of PRC submissions and review & issuance of Contracts;
  • Review of procurement submissions to Procurement Review Committee (PRC);
  • Provide Programme Management Support to Programme Team;
  • Facilitation of knowledge building and knowledge sharing.

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

  • 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 CO including tendering processes and evaluation, contract management, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation & quality management.

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

  • Review and consolidation of the procurement plans for the office and monitoring of their implementation;
  • Organization of competitive and complex procurement processes for the CO 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 CO’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 CO and Projects; submissions to the Procurement Review Committee (PRC); Performing as secretariat for the Local 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 CO;
  • 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 CO;
  • Ensuring preparation, clearance and issuance of the Institutional and Professional Contracts, in due time.

Provide Programme Management Support to the CO’s Programme Team, focusing on achievement of the following results:

  • Provide programme and administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
  • Assemble briefing materials and prepare power-point and other presentations for the programme unit;
  • Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers;
  • Support the Programme Team in the financial management of Projects, as required;
  • Support organizing, compilation and process information from donors, Regional Office, and programme team, as inputs to various databases and documents;
  • Support the Programme team in data tracking and reporting. 

Ensures facilitation of knowledge building and knowledge sharing in the CO 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.

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.


Competencies

Core Values / Guiding Principles:

Integrity:

  • Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

  • Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

  • Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
  • Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

  • Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

  • Demonstrate corporate knowledge and sound judgment

Development and Innovation:

  • Take charge of self-development and take initiative

Work in teams:

  • Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

  • Facilitate and encourage open communication and strive for effective communication

Self-management and Emotional Intelligence:

  • Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behaviour towards others.

Conflict Management:

  • Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

  • Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

  • Demonstrate informed and transparent decision making.

Functional Competencies:

  • Understands the main processes and methods of work regarding to the position;
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Presentation of information on best practices in organizational change;
  • Data gathering and implementation of management systems;
  • Maintaining information and databases;
  • Gathering and disseminating information;
  • Basic research and analysis.


Required Skills and Experience

Education:

  • Bachelor’s Degree in Administration, Business or Public Administration, or any other field accompanied by professional trainings in procurement;
  • Professional trainings in procurement is a valued asset.

Experience:

  • Minimum of four (4) years of experience in Procurement, Administration, Logistics, or any related field;
  • Proficiency in using computers and standard office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages;
  • Experience in handling of web based management systems, and particularly in Enterprise Resource Planning (ERP) systems will be considered as an asset

Language:

  • Fluency in English and Arabic is required.



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