UN Women: Procurement Specialist – Policy Support



Advertised on behalf of :

Location : New York, UNITED STATES OF AMERICA
Application Deadline :15-Aug-18 (Midnight New York, USA)
Type of Contract :FTA International
Post Level :P-3
Languages Required :
English  
Duration of Initial Contract :1 year

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 Specialist will be responsible for the review and development of new or existing policies and procedures in line with business requirements. S/he will act as advisory body and provide strategic and authoritative advises to UN-Women personal on the interpretation and application of procurement manual, policies and procedures. The Procurement Specialist function is a comprehension of capacity development activities to support the Organization and procurement reform, creating benchmark with other UN Agencies. The Procurement Specialist 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

Ensure the development and implementation of operational strategies:

  • Ensure review and development of new or existing policies in line with UN-Women’s Strategic Plan and business requirements and as supported by related operations strategies;
  • Assist headquarters and Regional/ Multi-Country and Country Offices in the development of procurement strategies in collaboration with supply chain stakeholders;
  • Ensure oversight of existing policies affecting procurement and assess business needs related to their implementation;
  • Formulate organization wide system requirements for reporting, oversight and other business requirements;
  • Develop appropriate contract management / internal procurement tools or guiding materials for standardization and knowledge sharing purposes;
  • Develop new policies and ensure benchmarking with other UN system agencies looking for innovative approaches among international organizations;
  • Lead internal consultation prior to the policy proposals and organize peer reviews to ensure relevance of the proposed policies and procedures;
  • Deliver on cost reduction through the identification, development, and execution of strategic sourcing initiatives;
  • Act as advisory body to provide strategic advice to UN-Women personnel on the interpretation and application of procurement policies and procedures.

Conduct reviews the standardization of the procurement management processes:

  • Review procurement plans received from business units to ensure that responsibilities are adequately designated; time and resources estimates are adequate;
  • Management of procurement plans –organization wide- coordinate and consolidate the organization’s requirement to identify the need for the establishment of Long Term Agreements (LTAs);
  • Reinforce the procurement processes by creating benchmarks and review of supply chain cycles and micro-processes;
  • Establish and implement control systems for procurement processes including organization of Invitation to Bid/Request For Proposal/Request For Quotations (RFQ, ITB, or RFP) throughout the procurement processes. Take action where standards or regulations are not met;
  • Provide quality management support to headquarters and Regional/ Multi-Country and Country Offices in regard to the establishment of solicitation document e.g. review of solicitation document and relevant annexes for quality purpose, when required;
  • Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform.

Review and develop new or existing policies, procedures, systems and tools in line with business requirements:

  • Facilitate the review and design of all procurement processes, in relation to existing and newly adopted policies;
  • Simplify and streamline the procedures and processes while maintaining compliance with regulations and rules;
  • Create models, matrices, tools, and workflows for all common procurement functions with intense collaboration with all stakeholders;
  • Ensure processes, tools and templates are available in a user friendly and timely manner and posted in the procurement intranet;
  • Identify the needs and establish strategic agreement with parties which result in efficiencies in line with financial and forecasting requirements;
  • Ensure that activities for knowledge management; thematic groups, websites and other tools, which support the group, are current and sufficiently robust for the intended purpose;
  • Ensure that policies and processes are supported by appropriate tools, templates and learning activities;
  • Ensure compliance with UN-Women regulations, rules, policies, and procedures. Implement an effective internal control framework.

Build effective management relationship with internal and external stakeholders:

  • Coordinate access to information and follow up on all audit activities and observation for headquarters and Regional/ Multi-Country and Country Offices for the procurement function organization wide;
  • Take the lead in dealing with questionnaires the section receives frequently from internal UN-Women stakeholders, other UN Agencies, donors and member states;
  • Propose and/or initiate changes and improvements on policies and procedures based on information and recommendations received from relevant stakeholders;
  • Work closely with team members ensuring performance and alignment of individual and team goals are align with the procurement objectives, and providing the appropriate coaching enabling a productive, innovative, and challenging working environment.

Facilitate knowledge building and knowledge sharing:

  • Ensure a compendium of learning programs available to staff that includes recognized certification programs and programs customized to UN-Women procurement training needs (i.e.: contract management, e-procurement, etc.);
  • Ensure that the learning program leverages e-learning tools and other distance learning modalities that are cost effective and appropriate for the learning needs and outreach of the Procurement Section organization wide;
  • Ensure timely reporting on all training and outreach activities are captured and reported;
  • Provide specific support and trainings to UN-Women at headquarters and Regional/ Multi-Country and Country Offices;
  • Elaborate and carry out a training plan for the section, focusing on collective as well as individual activities according to the necessities of the section 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 Community Network and other learning networks;
  • Provide leadership in the establishment of a reputation as the “Centre of Excellence”, which shares best procurement practices with other business unit;
  • Supplement the operational capacity of Procurement Operations Support Section (as and when required).

Key Performance Indicators:

The key results have an impact on the overall organization’s efficiency in procurement and administration and success in the implementation of operations strategies.

  • Timely and accurate analysis and presentation of information;
  • Timely delivery of well-organized and transparent procurement and administration processes to ensure client satisfaction and delivery of UN-Women programmes/projects.
  • Timely information sharing to facilitate decision making of the management, learning capacity building, and development of standardization of tools, systems, templates including policies and procedures.  

 


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.

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf.

Functional Competencies:

  • Strong knowledge of procurement systems and processes, particularly in the UN system is an asset;
  • Ability to provide policy advice and support;
  • Ability to process, analyze and synthesize complex, technical information;
  • Proven ability to support the development of high quality knowledge and training materials, and to train technical teams;
  • Ability to handle confidential information;
  • Good negotiating skills;
  • Strong IT skills.


Required Skills and Experience

Education:

  • Master’s Degree or equivalent in Business Administration, Public Administration, Operations, Supply Chain Management, Public Policies, or related field;
  • Procurement Certification from International recognized institutions (e.g. CIPS-Chartered Institute of Purchasing & Supply) is an asset.

Experience:

  • A minimum of 5 years of progressively responsible experience in procurement and supply chain management with a focus on development of procurement and/or public policies, including supply chain cycles and microprocesses, or related area is required;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in ERP (Enterprise Resource Planning) system (PeopleSoft or equivalent) and IPSAS is desirable.

Languages:

  • Fluency in oral and written English is required;
  • Knowledge of French and/or Spanish is an asset. Working knowledge of another UN official 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 http://www.unwomen.org/about-us/employment 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.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

 


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