Procurement Specialist

Job title:

Procurement Specialist

Company

United Nations Development Programme

Job description

Under the overall guidance and supervision of the Team Leader, CPT, the Procurement Specialist is responsible for management of procurement portfolio for CPT and effective delivery of required services assuring the best value for money. He/she acts as a ‘one-stop shop’ for all procurement requirements of CPT. He/she manages various procurement related projects and provides solutions to a wide spectrum of complex issues related to procurement. He/she promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Specialist works in close collaboration with the other members of the CPT team, colleagues in Office of Procurement and BMS, and other external stakeholders on related functional matters. He/she is expected to be able to manage projects with a notorious level of autonomy, ensuring quality in the process and outcomes.The key results have an impact on the overall Unit’s efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensures client satisfaction and overall timely delivery of UNDP programmes and projects.UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.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.
• 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 Unit 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 Unit including sourcing strategy supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Establishment of Long-Term Agreements for complex goods and services.
• 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. Ensures efficient management of procurement processes for the clients 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. Act as the client’s focal point on procurement plans, coordinate workload among CPT teams, work closely with client to develop the best souring strategies and in line with the procurement plans and ensures best interest of UNDP.
• Establishment and implementation of proper monitoring system and control of procurement processes for goods, services, as well as individual consultants including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, review of bids/proposals/CVs, interviews, 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).
• Proactive Management of procurement contracts and Quantum related processes.
• 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. * Establishment and implementation of harmonized procurement services and elaboration of proposals on common services, introduction and management of joint procurement for the UN Agencies in line with the UN reform.

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Support in the different activities that are assigned by the Office of Procurement Director or the Chief of the Central Procurement Unit that relate to the procurement unit.

3. Ensures introduction and implementation of sourcing strategy and e-procurement tools

• Implementation of the strategic procurement in CPT and clients including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Implementation of activities for establishment of Long-Term Agreements with vendors.
• Management of e-procurement module.

4. Ensures facilitation of knowledge building and knowledge sharing in the Unit focusing on achievement of
the following results:

• Organization of training for the operations/projects and well as CPT staff on Procurement processes, best practices, coordinate clients training and capacity building in procurement and contract management.
• Organization of trainings for the clients on Procurement on quarterly basis.
• Synthesis of lessons learned and best practices in Procurement, processes, and support CPT in the digitalization process.
• Sound contributions to knowledge networks and communities of practice.
• Review procurement cases before submitted to oversight committees to ensure quality check, value for money, and consistency and increase the quality assurances for CPT. Develop checklists and training materials to support the continues monitoring of CPT quality assurances.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.CompetenciesCore Competencies – UNDP Core Competencies can be found .

• 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 & Technical competenciesBusiness Direction and 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.

Business Management – Portfolio Management:

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment

Ethics – UN policy knowledge – ethics:

• Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Procurement – Procurement management:

• The ability to acquire goods, services or works from an outside external source

Procurement:

• Procurement management – The ability to acquire goods, services or works from an outside external source
• 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 ExperienceEducation:

• Advanced university degree (Master’s degree or equivalent) in business administration, procurement, logistics, supply chain management, public administration, commerce, engineering, law or a related field is required or
• A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• Chartered Institute of Procurement and Supply (CIPS) qualification Level 4 is a requirement for this position. If this qualification has not been acquired at the time of application, it should be obtained within one year of recruitment. For the purpose of this recruitment process, applicants are required to have a minimum of CIPS Level 3 qualification at the time of application.

Experience:

• A minimum of five (5) years (with master’s degree) or seven (7) years (with bachelor’s degree) of progressively responsible experience in procurement, contract management, contract administration, logistics/supply chain management or related area is required.
• At least two (2) years of direct experience in procurement management is required.
• Relevant experience in international operations, international organizations specially working with developing countries is highly desirable.
• Experience in all phases of high-value procurement operations is desirable.
• Experience in UN/UNDP Enterprise Resource Planning (ERP) systems is an added advantage
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems including SharePoint, database and e-commerce is required
• At least 2 years supervisory role in managing procurement team is added advantage

Language:

• Fluency in English is required.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.DisclaimerUnder 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.

Expected salary

Location

New York

Job date

Fri, 29 Mar 2024 03:05:16 GMT

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