Procurement Officer

• Organization: UNDP – United Nations Development Programme
• Location: Islamabad
• Grade: Level not specified – Level not specified
• Occupational Groups:
  • Procurement
• Closing Date: 2023-05-02

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.

As a trusted, long-term partner of The Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund, GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies, and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement, and supply chain management. The Global Fund – Health Implementation Support Team, HIV, Health and Development Group, Bureau of Programme and Policy Support, Global Policy Network (GF/HIST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes.

UNDP has been identified by the GF as the interim PR for the Pakistan HIV grant for the implementation period 1 July 2021 to 31 December 2023. For effective implementation of the Global Fund resources, UNDP Pakistan has established a Program Management Unit (PMU), which is responsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national systems. The GF resources are implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national and provincial stakeholders, Common Management Unit, Sub-recipients (SRs), NGOs, CSOs, communities, technical partners, UN entities and the Global Fund (Local Fund Agent) and Country Coordinating Mechanism.

UNDP Pakistan is seeking the services of Deputy Programme Manager to support the Programme Coordinator in providing technical guidance and oversight for the programme and monitoring/evaluation teams. The Deputy Programme Manager will promote a collaborative, client-oriented approach, ensuring integration across functional areas within the PMU and support to the integration of capacity building and health system strengthening activities.

Elaboration and implementation of project procurement activities with the following key responsibilities:

• Ensure 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.
• Prepare and draft the procurement documentation of the project including RFQ, RFP as well as micro purchasing and other direct sourcing when applicable.
• Advise on project procurement activities and sourcing strategies that meet UNDP procurement principles and liaise with relevant corporate procurement entities for advice and follow up in coordination with CO.
• Preparation of reports as requested on status of procurement activities.
• Make presentations to national counterparts and other stakeholders on UNDP procurement process and status of specific procurement processes if needed.
• Elaboration and implementation of cost saving and reduction strategies in project procurement.
• Implement contract strategy for the project 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.
• Conceptualize, elaborate and implement strategic procurement in the project including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Respond in a timely manner to any queries and provide any clarification or progress/status reports relevant to project procurement that may be requested by the project management team; and
• Consult with Procurement and Supply Management Specialist and PSM Specialist in the preparation of monthly progress reports for project procurement activities.

Efficient management of procurement processes for the project with the following key responsibilities:

• Prepares procurement plans and monitors timely initiation of planned activities.
• Organizes 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.
• Prepares Purchase Orders (POs) and contracts in and outside Atlas, preparation of Recurring POs for Contracting of services, vendors Creation in Atlas.
• Ensure POs are duly prepared and dispatched in a timely manner and takes timely corrective actions on POs with budget check errors and other problems.
• Monitors proactively the processing of the POs until delivery and documents any changes of timelines for enabling informed logistic and programmatic decisions.
• Prepares submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Support undertaking market research to identify availability and potential local sourcing of planned procurement activities.
• Identify risks and undertake mitigating actions in close cooperation with project team.
• Develop and/or implement an internal control system which guarantees that the purchase orders (POs) are duly prepared and processed.
• Manage the implementation of the monitoring system of procurement processes and mechanisms to eliminate anomalies in procurement; and
• Prepare and submit procurement cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), as required. 

Ensure elaboration and implementation of sourcing strategy and e-procurement tools with the following key responsibilities:

• Develop and manage rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Implementation of sourcing strategy and e-procurement tools for international tenders focusing on achievement of smooth implementation of e-procurement processes and knowledge transfer to the office/project staff as well as pro-active work with supplier community for developing e-tendering knowledge usage/application skills.
• Establish and promote quality assurance standards for maintenance and inclusion to the rosters.
• Create various databases and key files necessary for contracting all selected experts; and Support the National AIDS Control Program (NACP)/Common Management Unit (CMU) for the validation of orders in collaboration with the supervisor.

Ensures the organization of logistical services focusing on achievement of the following results:

• Supports in managing all logistics operations required to ensure delivery of goods and services.
• Supports on logistic management for health supplies e.g. green light procedure, shipping documents, packaging requirements, temperature requirement, delivery requirement, handling of goods, loading/offloading etc.;
• Supports in establishing and implementing supply chain optimization projects.
• Monitors and tracks of all shipments with regular follow-ups with the freight forwarders and suppliers on timeliness of delivery; and
• Advises the supervisor about any delays and possible deviations from the logistic plan and advise on possible corrective action.

Ensures facilitation of capacity building and knowledge building and sharing, focusing on achievement of the following results:

• Engages with the implementing partners, NGOs, CSOs, UN entities, technical partners to strengthen national systems and health institutions, across functional area of procurement and asset management.
• Supports the PSM Specialist in the development of capacity development and transition strategies to support national entities to implement and assume the PR role, ensuring access to appropriate tools and resources.
• Identifies and supports development of communications (print, video) highlighting key procurement achievements; and
• Actively participates in UNDP and other relevant external networks to promote the programme.

The incumbent of the position will uphold the non-discriminatory behavior and ensure that:

• Human rights and gender equality is prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with “social and environmental standards of UNDP’.
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production.
• Differentiated needs of women and men are considered.
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.
• Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc.
  Any other task requested by the PSM Specialist.

Core competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Health

• HIV, Health and Development: Understanding and practical experience of issues related to HIV, health and development social determinants of health and the ability to apply them to strategic and/or practical situations

Business Direction and Strategy

• Procurement: Ability to acquire goods, services or works from an outside external source

Business Development

• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Business Management

• Project Management: Ability to plan, organize and control resources, procedures and protocols and to achieve specific goals
• Partnerships: Ability to engage with other agencies, donors and other development stakeholders and forge productive working relationships

Digital & Innovation  Programme

• Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them;

Gender

• Displays gender sensitivity and promotes gender  equality in all aspects of work Knowledge of systems for gender mainstreaming and ability to apply to strategic and/or practical situation

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