Procurement Specialist at UNDP | May 2024

NGO's and Social Work Jobs, Transport | Logistics
Thai
May 21, 2024
Full time
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Job Description

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.

UNDP’s presence in the Bangkok Regional Hub (BRH) of the Regional Bureau for Asia and the Pacific (RBAP) delivers a full range of policy, programme, and operations support to 24 Country Offices (COs) in the Asia-Pacific region. As part of the Country Office Support and Quality Assurance (COSQA) Unit, the Management Advisory Services Team (MAST) provides strategic management oversight and advisory support. As part of the team, the incumbent will work with evidence and data to analyze performance indicators and contribute to the Regional Bureau’s quality assurance and oversight actions to enhance the Regional Bureau and CO management performance. S/he will also work closely with different teams in the Regional Bureau and Country Offices, regional technical advisors from Bureau for Policy, and Programme Support (BPPS), Bureau for Management Services (BMS), Global Shared Services Centre (GSSC), and other units to ensure coherent, timely, and appropriately prioritized measures and solutions for country offices. 

Position Purpose

As part of the team, the Procurement Specialist is expected to proactively engage in programming discussions, especially those related to nature, climate and energy financed by the Vertical Fund family (Global Environment Facility (GEF), Green Climate Fund (GCF), and similar), and ensure that procurement consideration is fully reflected in the design of these programmes. S/he is expected to be familiar with the development contexts of the partner Governments that UNDP works with and the capacity of the 24 COs to propose bespoke procurement solutions that not only adhere to UNDP procurement rules, but also reflect the realities on the ground. S/he provides critical and practical guidance on procurement implementation.

From the oversight perspective, s/he performs a quality assurance function on all aspects of a Country Office procurement actions in the region in assigned area of responsibilities and flags issues of concern on those requiring senior management attention in a timely manner. The Procurement Specialist facilitates alignment and linkage with regional and corporate strategy and priorities, tracks CO performance against corporate standards and results compacts between the CO and the Bureau as well as escalates CO performance issues to his/her supervisor and the COSQA team as needed.

To be successful in this role, the Procurement Specialist needs to have excellent procurement knowledge base and strong programme support credentials, including advanced project and risk management as well as analytical skills. In addition, s/he is expected to have strong soft skills as the primary clients for this position is not necessarily other procurement specialists, but development experts with diverse backgrounds. S/he is expected to share a common goal in task teams to design and deliver effective development programmes while using procurement as a critical means to achieve the goal. S/he, therefore, should have strong teambuilding, inter-personal and communication skills, be client-oriented, and can look at issues from different angles and find creative solutions. 

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 to enhance and enable horizontal collaboration.

The incumbent will be directly supervised by the Programme Management Specialist in the Regional Bureau with guidance from the Management Advisor to perform the functions required

Duties and Responsibilities

1. Ensures provision of strategic procurement advisory services for regional and country office initiatives and projects, focusing on achievement of the following results:
  • Provisions of strategic advice on procurement of goods and services required by the Country Offices.
  • Advises CO staff on the formulation of CO procurement plans during project and portfolio development to ensure consistency with their programmatic strategy.
  • Review project documentation in close liaison with the Regional Technical Advisors prior to submission to development partners to ensure realistic procurement plans with costing are drafted.
  • Supports Offices in providing advice on correct interpretation of contract terms and clauses, penalties, handling of guarantees, and any other issues related to contracts or purchase orders.
  • Provide on demand on-site and remote procurement advisory and support services as required for specialised projects implemented by the COs.
  • Quality assures pre-qualification criteria for construction services and procurement of goods and services.
  • Review Bid Documents, evaluation criteria, and provide guidance/support to the CO teams.
  • Guide on ex-ante submissions for approval by appropriate procurement committees. 
  • Prepare periodic or on-demand analytical notes and inputs to the briefing notes for Bureau management.
  • Participate in the pre-appraisal and quality assurance reviews and contributes to collective intelligence in enhancing the quality of development initiatives and cost-efficiency.
  • Provide inputs for office business processes mapping and contributing to risk-informed SOPs; identified opportunities for converting business processes into web-based systems to enhance efficiency, accountability, and risk management.
  • Document and consolidate ‘best practice standard operating procedures (SOPs)’ and support offices in designing the standard operating procedures to enhance performance within the offices.
  • Perform delegated tasks and backstopping support as and when requested by the supervisor.
2. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
  • Implements assigned activities and tasks in 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.
  • Conceptualization, elaboration, and implementation of strategic procurement in the COs including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
  • Assesses risks and formulates proposals that facilitate decision-making process and contribute to effective implementation of overall procurement strategy.
  • Ensure sustainable procurement goals of UNDP are woven into the strategies and implementation of procurement actions.
  • Coordination and advice in formal evaluation of bids, processing of technical clarifications on behalf of evaluation committee and finalization of commercial evaluation of bids, as required.
  • Preparation and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), including active coordination and resolution of any issues, when required.
  • Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
  • Establishment of regional long-term agreements, retainer, and roster mechanisms to provide fast-track services to the country offices.
  • Maintenance of auditable procurement and contracting records in compliance with UNDP policies and procedures.
  • Maintain a high level of awareness concerning potential risks that could occur at different stages during procurement activities i.e. regarding the sourcing and selection of vendors, throughout the procurement process, and after the award of the contract.
  • Establishes and maintains work program and schedule for ongoing contracts and newly planned ones.
  • Support COs in Asia and Pacific region with applications to UNDP’s Greening Moonshot initiatives and monitor through to successful and timely implementation of the committed activities and represent the Regional Bureau in the Technical Working Group for Greening Moonshot initiatives

3. Ensures effective support to the oversight activities performed by the Regional Bureau, focusing on achievement of the following results:

  • Coordinate the regional initiatives on management performance oversight and troubleshooting and provide guidance and support in implementing solutions to identified challenges, including establishing management targets, performance improvement plans, or remedial actions.
  • In collaboration with the Management focal points in the Regional Bureau, support the COs to implement the audit recommendations pertaining to procurement issues.
  • Identification of procurement bottleneck/issues and provision of strategic advice to management ensuring remedial action is taken.
  • Assess risks of all types, i.e. social and environmental, financial, legal, reputation of UNDP etc., address these risks effectively through preventive actions and report incidents through appropriate management channels.
  • Analyze risks and choose actions consistent with UNDP procurement rules, regulations, and standards and in line with social and environmental safeguards.
  • Analyze procurement plans and their implementation in Asia and the Pacific region, conduct monitoring and advise on corrective measures.
  • Prepare data analysis and reports on trends and recurrent issues, with recommendations on control issues requiring Regional Bureau management’s actions and interventions.
  • Coordinate or contribute to implementing regional initiatives focused on performance enhancements by introducing approaches, tools, and metrics.
  • Contribute to the design of the information management tools and products – automated dashboards, reports, and enhanced mechanisms for the offices to maintain evidence-based performance management systems.
  • Conduct targeted quality assurance and analyses, including sampling of project level assurance by COs and analytics to verify procurement and contract management compliance status of the Offices while supporting improvements where required.

4. Capacity development and knowledge facilitation

  • In close collaboration with relevant teams in the Regional Bureau and HQ teams, contribute to developing and delivering modular training packages to strengthen COs’ and partners’ capacities in the procurement and operational oversight and implementation of the CO portfolios.
  • As needed, provide on-the-job demand-based capacity development support to CO staff on procurement management. 
  • Analyze COs’ data and case evidence to distill relevant lessons on assurance and audit policy implementation and support advocacy for further policy changes with global policy owners.
  • Contribute to regional capacity-building efforts and the planning and delivery of regional workshops and learning events on assurance activities, including identifying best practices and knowledge exchange opportunities across the region.
  • Participate and highlight regional/CO perspectives in implementing policy and strategic initiatives at the regional and HQ level in their areas of responsibility to support the key results, outcomes, and outputs of the UNDP Strategic Plan.
  • Identify surge capacities for offices when needed and ensures maintenance of the profiles mapping.
  • Stay updated on the features and updates of UNDP e-Procurement systems and provide support and guidance to COs as needed. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: Procurement Analyst, procurement staff, consultants 

Competencies
  • Core 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 & Technical competencies: 
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
Business 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.
Procurement–Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations
Procurement–Data analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making
Business Management-Client Satisfaction/Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Procurement – Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Business Management – Risk Management: Ability to identify and prioritize risks and organize action around mitigating them
 
Required Skills and Experience
 
Education:
  • Advanced University Degree (master’s degree or equivalent) in Business Administration, Procurement, Engineering, Project Management, Supply Chain Management, Law, Economics, or related field is required. Or
  • A first-level university degree (bachelor’s degree) in the areas mentioned above 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 of assignment to the post.
Experience:
  • Minimum of 5 years (with a master’s degree) or 7 years (with a bachelor’s degree) of relevant experience in procurement management at the national or international level
  • Knowledge of the UN/UNDP’s Procurement, Enterprise Risk Management (ERM) and Internal Control Framework (ICF) policies and processes is required (will be assessed during selection process).
  • Knowledge of Oracle Cloud applications is a disctinct advantage.
  • Demonstrated knowledge and experience in purchasing methods and procedures and techniques of specification writing is a distinct advantage.
  • Demonstrated knowledge and experience in sourcing a variety of goods, works and services and experience in methods of analyzing procurement needs is required.
  • Experience in construction/civil works is an advantage.
  • Proven ability to deliver under pressure and in short timeframes. 
  • Effective communications and people management skills.

Language:

  • Excellent command of written and spoken English is required.

Note: Please upload copies of your academic qualifications and 3 latest UN Common System performance evaluations (if applicable).

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

 
Disclaimer
 
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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