United Nations Development Programme: Procurement Specialist

I. Position Information
Post title: Procurement Specialist
Type of Contract: Fixed Term Appointment – International
Level: P-4
Supervisor: Deputy Country Director (Operations)
Duration: One Year (with possible extension)
Duty station: Nairobi, with frequent travel to Somalia (and possible relocation to Somalia when situation permits)

II. Organizational Context

Under the overall guidance of the Deputy Country Director (Operations), the Procurement Specialist is responsible for management of the CO Procurement Unit, effective delivery of procurement and contracting services, logistics and supply chain oversight and overall procurement risk management. The Procurement Specialist is responsible for consolidating procurement planning and developing cost-effective procurement strategies including development of Long Term Agreements (LTAs), to meet the procurement needs of the of UNDP and its Projects. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist supervises and leads the staff of the Procurement section, including the Engineering Specialist and the engineer team in the sub-offices. The incumbent works in close collaboration with the Business Development, Operations, Programme and project teams in the CO, SO and Government officials to successfully deliver procurement and contracting services.

III. Functions / Key Results Expected

Summary of key functions:

• Elaboration and implementation of operational strategies in the procurement area;
  Efficient management of procurement and contracting processes;
  Supervision of a team of procurement and administrative officers and act as task manager within the CO and sub-office overall procurement pipeline;
  Elaboration, introduction and implementation of sourcing strategy and e-procurement tools;
  Facilitation of knowledge building and knowledge sharing in the area of operations
  Training of staff and Programme counterparts in operational issue of the areas related, especially at sub-office level.

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; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows for procurement in the CO and Sub-Offices.
• Elaboration and implementation of cost saving and reduction strategies.
• Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• Work to identify potential local suppliers for goods/services/works and pre-qualify them;
• Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement;
• Effective support to decentralization of procurement services to Sub-Offices in Somalia and continuous technical assistance to ensure compliance with agreed local procurement practices.

2. Ensures the provision of efficient contracting services and supervision of the procurement and contracting team focusing on achievement of the following results:

• Undertake the entire international bidding process from pre-qualification and short listing of bidders, preparation of bids, issue, receipt and opening of bids, bid evaluation, clarifications, award approval, negotiations, contract finalization and award.
• Management of contracts including receipt of performance bonds, insurance verification, payments, issue of contract amendments and variation orders as necessary, outside and through UNDP’s Atlas PeopleSoft ERP software
• Management of all UNDP works contracts in Somalia including: coordination of programme engineering activities and personnel; alignment of specifications and standards; evaluation of engineering staff in conjunction with programme managers.
• Management of UNDP and common services premises including site identification, land acquisition/lease negotiation, maintenance, contract renewal and termination.
• Maintain and update contract tracking system to ensure timely action and interventions on all contracts.

3. Manages and guides procurement processes for CO, and sub-offices in Somalia, Direct Execution (DEX) projects, Common Premises services and at the request of other Agencies focusing on achievement of the following results:

• Supervision of procurement staff in Nairobi and for procurement staff in Sub-Offices (in matrix with the SO Operations Manager)
• Timely and duly preparation of procurement plans for the offices and projects and monitoring of their implementation.
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
• Review and certification of submissions to the Local Contract, Asset and Procurement Committee (LCAP) and Advisory Committee on Procurement (ACP).
• Elaboration of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
• Implementation of harmonized procurement services and elaboration of proposals on common services expansion, introduction of joint procurement for the UN Agencies in line with the UN reform.

4. Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and management of the rosters/catalogues of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Adoption of locally effective methods that respond to the complexities of the Somali procurement environment and maximizes local procurement where this is most cost-effective and appropriate
• Continuous sensitization of Somali vendors to UNDP procurement rules and procedures which will enhance national capacity to respond to UNDP procurement requirements.
• Sourcing and assessment of Somali Non-Government Organizations for selection and establishment of a roster of qualified local implementation partners;

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

• Organization of trainings for the operations/ projects staff and implementing partners on Contracting and Procurement.
• Continuous and targeted enhancement of the procurement capacity in Sub-Offices in Somalia
• Synthesis of lessons learnt and best practices in Contracting and Procurement.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results:

The key results have an impact on the overall CO efficiency in procurement management and success in establishment and implementation of operational strategies and enhance UNDP’s capacity to procure effectively inside Somalia. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

V. Competencies

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards
  Promotes the vision, mission, and strategic goals of UNDP
  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  Treats all people fairly without favoritism

Functional Competencies:

Knowledge Management and Learning:

• Promotes a knowledge sharing and learning culture in the office
• In-depth knowledge on development issues
• Ability to advocate and provide policy advice
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP).
• Ability to introduce and implement strategic procurement, contract and sourcing strategy
• Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change
• Demonstrates a complete in-depth grasp of procurement rules and practices

Management and Leadership

• Focuses on impact and result for the client and responds positively to feedback
• Leads teams effectively and shows conflict resolution skills
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates strong oral and written communication skills
• Builds strong relationships with clients and external actors
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities

VI. Recruitment Qualifications

Education:

• Master degree or equivalent in Business Administration, Public Administration, Finance, Economics, Engineering or related field.

• Procurement related courses and international procurement accreditation is an asset (public procurement, procurement strategy, etc)

Experience:

• Minimum seven years of relevant experience at international level in procurement, contracts or programme management.
• Experience in crisis country an advantage.
• Previous UNDP experience is preferred and an assets (knowledge of Atlas processes, Procurement certification, Prince II).
• Previous experience in Somalia is preferred.
• Proficiency in the usage of computers and office software packages (MS Word, Excel, etc) required and advance knowledge of web based management systems (PeopleSoft, SAP etc) an asset.

Language requirements:

Fluency in written and spoken English is essential.

To Apply:
Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/

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