Procurement Specialist | ReliefWeb 104 views

Position Information

Job Title: Procurement Specialist

Reports to: Deputy Resident Representative – Operations

Closing Date: 18 June 2020

Duration and Type of Assignment: One year, FTA

Job Purpose and Organizational Context

UNDP Somalia Country Office has a tremendously important role in supporting Somalia to achieve its aspirations of peace, inclusive governance, the foundations for economic growth, and gender equity.

The CO focuses on inclusive political processes, state formation, constitutional reform, justice, and economic foundations and youth employment. Each UNDP project developed strategies to align to the country’s Strategic paper (Compact) providing robust support which will spur transformative change and lasting peace.

Under the overall guidance of DCD/O, 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 in CO. The Procurement Specialist manages the CO procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

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

Duties and Responsibilities

In this section list the primary responsibilities of the position (Typically five). As needed add additional context below the responsibilities. Tip: Focus on what the job entails not how to do the job.

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

• 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 CO, NEX/DEX projects, 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, RFP and IC, 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 Buyer in Atlas.

• 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 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 and Selection Criteria

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

Job Knowledge/Technical Expertise

• Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of procurement

Effective Sourcing of Goods and Services

• Knowledge of goods/services sourcing concepts, principles and methods, and ability to apply to practical situations within the crisis/post-conflict context

Contract and Supplier Management

• Knowledge of contract and supplier management concepts, principles and methods, and ability to apply to practical situations within the crisis/post-conflict context

Operational Efficiency

• Ability to identify and execute opportunities to improve operational efficiency

Relationship Management

• Ability to engage with other parties and forge productive working relationships

Quality Assurance

• Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Knowledge Management

• Ability to capture, develop, share and effectively use information and knowledge.

Recruitment Qualifications

Education:

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

• Bachelor’s degree with an additional two years of work experience is acceptable.

UNDP Procurement Certification programme desirable.

Experience:

• 5 years of relevant experience at the national or international level in procurement management.

• Experience in conflict/post conflict countries is desirable.

• Demonstrated supervisory experience in a medium to big office context.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems.

Language Requirements: