Organization: UNDP – United Nations Development Programme
Location: Remote | Addis Ababa | Istanbul | New York City | Panama City | Amman | Copenhagen | Bangkok
Grade: Mid level – IPSA-10, International Personnel Services Agreement
Occupational Groups:
Development Cooperation and Sustainable Development Goals
International Relations
Procurement
Democratic Governance
Public Policy and Administration
Closing Date: 2024-07-25
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
Office/Unit/Project Description
The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the Organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, sustainable and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).
The Office of Procurement is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP’s Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).
The Office of Procurement, through its Governance Team, provides direct procurement services and advisory support to UNDP Country Offices and Programmes globally for the supply of a) Electoral materials and equipment, incl. biometric registration hardware and software, back-end solutions, data centers, etc; b) Civil Registry, Identity digital systems, Digital Transformation solutions; and c) overall technology-intensive solutions and risky/large ICT deliveries.
Duties and Responsibilities
Under the guidance and direct supervision of the Procurement Specialist Team Lead, the Procurement Specialist is responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations, as well as technical requirements and needs from beneficiaries, and provides solutions to a wide spectrum of complex/urgent/sensitive procurement processes.
The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit and works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.
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. ensures an effective internal control, and proper functioning of a client-oriented procurement management system.
Provide assessment, elaborate and implement sourcing strategies, especially under situations of urgency and/or high risk outlining corresponding risk mitigation measures, quality management, cost savings, legal considerations., payment conditions and customer relations.
Elaboration/review of internal Standard Operating Procedures (SOPs) in Procurement, guidance documents, templates and tools.
Elaboration and implementation of cost saving and reduction strategies, promote and contribute to sustainable solutions and effective achievement of best value for money principle.
Review elaboration and implementation of contract strategy in the Team including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, quality assurance, performance measurement, customer relationship, risk assessment and management.
Participate in periodic meetings of the office and of the Unit in order to provide prompt and timely advice in the planning of resources and activities.
2. Monitors and ensures efficient management of procurement processes in Electoral/ID environment and provision of advisory support.
Advise and implement PSU procurement methodology and strategy in relation to Electoral and Identity procurement requests. Conduct as relevant assessment of requirements and solutions, markets, constraints, and propose strategy in observance of best practices and UNDP regulations.
Provision of technical and analytical support in planning and budgeting, including analysis of options available, implications and cost/risks considerations.
Execution and monitoring of electoral/ID procurement processes. Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, evaluation of offers, negotiation conditions of contracts in full compliance with UNDP rules and regulations. Act where standards or regulations are not met.
Implementation of effective internal control and risk management ensuring timely corrective actions and problem shooting during procurement processes and contract implementation.
Review the solicitation documents, criteria for evaluation, specifications and evaluation reports, and participate in contractual negotiations for contracts of high value and complexity when required.
Promote and supervise compliance with the regulations established by the Contracts, Assets and Procurement Committee (“CAP”) and the Advisory Committee on Procurement (“ACP”).
Acts as audit focal point for the Unit and ensure the implementation of recommendations from internal and external audits assuring that corrective measures are placed in practice, when necessary.
Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform.
Draft and issue contracts, Terms and Conditions and Schedules and ensure effective management of contracts to secure beneficial contractual arrangements for UNDP.
Provide consultation on ad hoc procurement processes to support business units as required.
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.
Support and use of the e-procurement system, and upcoming corporate ERP system.
4.Provides advice and ensures facilitation of knowledge building and knowledge sharing in the Team focusing on achievement of the following results:
Organization of training for the team, and CO operations/ projects staff on Procurement.
Synthesis of lessons learned and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.
Contribution to Procurement Interagency working group.
Organization of trainings for Govt. staff on Procurement as required
5.Sustainable Procurement: Support the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc.) and develop and apply a methodology to capture impact and effect of these initiatives.
6.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity and accountability of the office and facilitates subsequent action by the supervisor. Timely compilation and presentation of data and information allows proactive decision making leading to implementation of most suitable sourcing and procurement strategies and tools.
Institutional Arrangement
Supervisor: Procurement Specialist, UNDP OP/Governance Team
Competencies
Achieve Results:
LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
Think Innovatively:
LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
Learn Continuously
LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
Adapt with Agility
LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
Act with Determination
LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
Engage and Partner
LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
Enable Diversity and Inclusion
LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity
Cross-Functional and Technical
Thematic Area
Name
Definition
Business Management
Customer Satisfaction
/ Client Management:
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timelyand quality results and/or solutions to fulfil and understand the real customers’ needs.
Provide inputto the development of customer servicestrategy
Look for ways to add valuebeyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns
Business Direction & Strategy
System Thinking
Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Procurement
Category Management
Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency
Strategic Sourcing
Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Supplier/relationship management
Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Contract Management
Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Required Skills and Experience
Min. Academic Education
Advanced University Degree(master’s degree or equivalent) in Economics, International Development, Business Administration, Civil Engineering or other related field is required. Or
A first-level university degree (Bachelor Degree) in the above areas, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
CIPS level 4 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Min. years of relevant Work experience required
Minimum 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant international professional experience in procurement management is required.
Required Skills
Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint) is required.
Advanced knowledge and experience in the usageof ERPs and/orother web-based management systems is required.
Desired skillsin addition to the competencies covered in the Competencies section
Work experience with complex, large and sensitive procurement projects is highly desirable.
Prior experience with complex ICT and/or ID management Procurement or related projects is an advantage.
Knowledge and experience in UNDP’s ERP (Quantum) willbe a definite advantage.
Required Language(s) (at working level)
Fluency in Englishboth written and oral required.
Working knowledge of French is an asset.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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