Procurement Specialist

Job Description
Agency: UNDP
Title: Procurement Specialist
Job ID: 27852
Practice Area - Job Family: Crisis Prevention and Recovery
Vacancy End Date: (Midnight New York, USA) 05/01/2020
Duty Station: Bol, Chad
Education & Work Experience: I-Master's Level Degree - 5 year(s) experience
Languages Required: English, French
Desired:
Grade: P3
Vacancy Type: FTA International
Posting Type: Common System
Bureau: Africa
Contract Duration: 1 Year with possibility for extension

Les candidatures féminines sont fortement encouragées

Background
The nexus of security, humanitarian and development issues around Lake Chad Basin Region, has given rise to an intractable extremist insurgency since 2009, that has caused tens of thousands of deaths and left approximately 2.5 million people displaced. To date, over 10 million people in the region, particularly people from the North and Far North regions of Cameroon, Hadjer Lamis and Lac regions of Chad, Diffa region of Niger and Borno, Yobe and Adamawa states of Nigeria are affected and in urgent need of assistance. In response to this threat, the UN Security Council resolution 2349 (2017) was adopted, followed by a series of high-level conferences including the Oslo Consultative Group conference on Prevention and Stabilization in the Lake Chad Region held in Berlin, that called for increased regional collaboration to address the crisis and the African Union and Lake Chad Basin Commission conference on the development of a framework for a Regional Stabilization Strategy.

Within the above context and the aim to address the root causes of the conflict and provide long term stabilization for the region, a Regional Strategy for the Stabilization, Recovery and Resilience (RSS) of the Boko Haram-affected Areas of the Lake Chad Basin was adopted by the Lake Chad Basin Commission Council of Ministers in August 2018 and endorsed by the African Union Peace and Security Council (AU-PSC) in December 2018.

Engrained within the RSS as a primary mechanism for promoting regional cooperation on stabilization, peacebuilding and sustainable development is the establishment of a Governors Forum. Against this background the first conference of Governors was held in May 2018, in Maiduguri, Nigeria. This was followed by a second forum held in Niamey, Niger from 17th – 18th July 2019 geared towards taking stock of progress made and advancing the objectives of the Regional Stabilization Strategy (RSS), including a launched by UNDP and partners of a Regional Stabilization Facility, an innovative financing mechanism in support of the implementation of the RSS. The facility is expected to support the LCBC and AU in their implementation of the RSS, as a coherent and coordinated overarching framework for cross-border cooperation and multi-partner intervention in the region, aimed at long-term stabilization and steady transition from the provision of humanitarian assistance to development and resilience. It also has the following objectives: a) immediately stabilize insecure areas, where few actors are currently working, and where communities remain vulnerable to continued infiltration and attack, b) enhanced coordination and capacities for civilian security, improved civ-mil coordination, robust human rights monitoring, and a sequenced transition from military authority, c) repair essential infrastructure & deliver basic Government services, d) provide access to livelihoods or minimum income, to address acute levels of poverty, to combat radicalization and recruitment processes, and e) kick-start recovery of the local economy.

Under the overall guidance of Head of stabilization, the Procurement Specialist is responsible for management of the CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money. The Procurement Specialist manages the CO procurement and General Services and provides solutions to a wide spectrum of complex issues related to procurement and General Services. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist supervises and leads the staff of the Procurement and General Services Unit. The Procurement Specialist works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

Summary of key functions:

-Elaboration and implementation of operational strategies
-Efficient management of procurement processes
-Elaboration, introduction and implementation of sourcing strategy and e-procurement tools
-Provision of General Administration services
-Facilitation of knowledge building and knowledge sharing

1.Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
-Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
-CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
-Elaboration and implementation of cost saving and reduction strategies.
-Conceptualization, elaboration and implementation of contract strategy in the -CO including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
-Conceptualization, elaboration and implementation of strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

2. Ensures efficient management of procurement processes for DIM projects, UNDP, UN House and at the request of other Agencies focusing on achievement of the following results:

-Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation.
-Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
-Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
-Management of procurement contracts and, upon delegation of responsibility, performance of the functions of Manager Level 2 in Atlas for Purchase orders approval.
-Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
-Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
-Supervision of preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
-Establishment and implementation of harmonized procurement services and elaboration of proposals on common services expansion in the UN House, introduction and management of joint procurement for the UN Agencies in line with the UN reform.

3. Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
-Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
-Management of the e-procurement system

4.Ensures provision of General Administration services:
-Full application of rules and procedures and adequate internal controls
-Quality, rapid and cost-effective provision services to the Country Office, projects and UN Agencies including procurement, travel, logistics, premises and ITC
-Adequately plans for disasters and recoveries through a BCP

5.Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
-Organization of training for the operations/ projects staff on Procurement.
-Organization of trainings for Govt. staff on Procurement as required.
-Synthesis of lessons learned and best practices in Procurement.
-Sound contributions to knowledge networks and communities of practice.

Competencies

Core

Innovation
Ability to make new and useful ideas work

Leadership
Ability to persuade others to follow

People Management
Ability to improve performance and satisfaction

Communication
Ability to listen, adapt, persuade and transform

Delivery
Ability to get things done while exercising good judgement

Technical/Functional

Building Strategic Partnerships
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

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

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

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

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

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

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

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

UNDP Procurement Certification programme

Required Skills and Experience

Education
-Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience
-5 years of relevant experience at the national or international level in procurement management, preferably in developing countries.
-Solid experience in the management of people and systems in high-pressure environments;
-Strong IT skills;
-Experience of UN or UNDP procurement policies and procedures highly desirable
-Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems

Language Requirements
-Fluency in French and good knowledge of English