Functional Responsibilities

Summary of Key Functions  

1. Implementation of procurement processes
2. Procurement and supply chain management
3. Contract and Grant administration and management
4. Personnel management
5. Knowledge building and knowledge sharing within the project and within UNOPS
6. Engagement and representation as a member of the senior management team of the project

1. Implementation of  procurement strategies and processes

Oversight and supervision of the planning, implementation and results of strategic and routine procurement work plans for the Project, including:

• Acting as the procurement focal point for the project. In this regard, provide interpretation of procurement policies and guide the project team on the appropriate application of procurement policies and procedures in their daily work.
• Ensure full compliance of the procurement activities with UNOPS and donor, where applicable, policies and strategies by designing and operationalizing a client-oriented procurement management system to monitor and control the implementation of procurement plans and procurement processes conducted by the project team.
• Manage the process of periodic (annual, semi-annual and quarterly) procurement planning for the projects and oversee their implementation ensuring effectively-functioning processes to avoid costly delays and lost opportunities for the project and AFCO.
• Provide technical support on all procurement related matters, including management and guidance:

• in identification of procurement needs at the project development stage;
• in preparation of realistic procurement plans and development of appropriate procurement strategies;
• in preparation of technical specifications, terms of references, scope of works;
• in cost estimations for the required goods/services/works;
• in drafting solicitation documents;
• in proper monitoring and control of procurement processes pertinent to the solicitation, evaluation and submission for award processes whenever required and in full compliance with the UNOPS and donor procurement rules and regulations;
• in contract management and dispute resolution issues;
• in establishment of the procurement process monitoring systems and mechanisms to eliminate deficiencies in the project’s procurement activities.

• Quality assurance of procurement actions and documentation requiring a Procurement Authority (PA) approval (solicitation documents, shortlists, requests for awards, submissions to the Contracts and Property Committee, contracts, agreements, etc.) and obtaining, in a timely manner, the necessary approvals and clearances from the relevant Procurement Authority.
• Ensure effective lines of communication between management and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the most appropriate procurement procedures.
• Provide inputs to the project’s administrative business process mapping and development for streamlining the various procurement related process-flows.

2. Procurement and Supply Chain Management:

• Organize and implement the required strategic procurement activities under the project: establish Long Term Agreements and Blanket Purchase Agreements for common user items and services, develop sourcing strategies specific to local context (supplier selection and evaluation, quality management, customer relationship management, performance measurement, etc.), etc.
• Organize and implement project specific procurement processes, including formulation of strategy for obtaining best results, developing criteria for evaluation, preparation and conducting of ITBs and RFPs, evaluation of bids and proposals, pre-award negotiation of contract conditions with winning bidder(s), submissions for review and award to UNOPS Contract Committees, prepare Purchase Orders and Contracts in and outside of oneUNOPS.

3. Contract and Grant Administration and Management 

• Provide oversight over various contract and grant management processes and ensure transparency.
• Monitor and analyze contract and grant performance against agreed benchmarks through agreed reporting mechanisms and advise the Programme Director on potential issues and recommend remedial actions.
• Negotiate, within the terms and conditions of the contract/grant, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations and convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes in the best manner achieving the best interest of UNOPS, its clients and beneficiaries.

4. Personnel Management

• Facilitate the engagement and provision of high quality results and services of the procurement team supervised through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.
• Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

5. Knowledge building and Knowledge sharing within the project and within UNOPS

• Organize, facilitate and/or deliver training and learning initiatives for project personnel on Procurement-related topics.
• Lead and conduct initiatives on capacity development and knowledge building for project and procurement personnel, including network development, plans, learning plans and activities, procurement practice information and best practice benchmarking.
• Oversee team’s contributions to Procurement knowledge networks and communities of practice including collaborative synthesis of lessons learnt and dissemination of best practices in procurement management.
• Guide team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Keep abreast of and be adept in contemporary procurement techniques and industry practices as they impact UNOPS to implement projects.

6. Engagement and representation as a member of the senior management team of the project

• Proactively contribute as a core member of the senior management team of the project
• Regular engagement with the donor providing inputs in meetings, reports, updates, etc
• Representation, on an as required basis, as a member of the senior management team of the project

Impact of Results

The effective and successful achievement of results by the Procurement Advisor directly impacts on the development and consequently the implementation and performance of the project. It confirms UNOPS’ role as a key and trusted partner to the World Bank, and UNOPS’ position as a critical service provider, in all challenging work environments. Given the current political and humanitarian situation in Afghanistan, this project supports the positioning of AFCO and strengthens UNOPS presence and visibility in Afghanistan, raising the profile of UNOPS  in the global humanitarian context.

Monitoring and progress controls will be in accordance with work plans that the Supervisor and incumbent will prepare at the beginning of the assignment.

Education/Experience/Language requirements

• An advanced university degree (e.g. Masters) in Procurement, Supply Chain Management, International Development, Finance, Business/Public Administration, Public Policy, Accounting or other is required. A first-level university degree (e.g. Bachelor) in combination with 2 additional years of progressively relevant experience may be accepted in lieu of an advanced university degree.
• An Accredited Level III Certificate in Procurement from the Chartered Institute of Purchasing or equivalent is an asset.

b. Work experience 

• A minimum of 7 years of relevant professional procurement experience including implementation of complex procurement projects is required
• Experience of working  in fragile / complex / post-conflict contexts is highly desirable
• Knowledge of procurement within the context of Afghanistan is highly valued
• Experience of working with ERP systems is desirable
• Experience working at a senior management level with UNOPS, UN agency, government or non-government organisation, international financial institution or other international development organisation would be an advantage

c. Languages

• Proficiency in English is required.

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