Head of Service Center

  • Added Date: Friday, 22 May 2020
  • Deadline Date: Friday, 12 June 2020

Due to the expansion of the UNDP program in Libya, a Service Center has been put in place which facilitates the timely implementation of growing needs of projects for civil works, infrastructures activities and procurement of goods and services. The service center provides timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a changing environment in the country ensuring smooth business continuity.

The Service Center builds on existing expertise in the UNDP Libya Country Office (CO) with some reconfiguration of functions and re-alignments. 

The Service Center is composed of engineering and procurement units and is headed by the Head of Service Center who will coordinate both units and ensure quality of services and speedy delivery. The Head of Service Center would be responsible for compliance with the established UNDP rules and regulations.

Under the direct supervision of the Deputy Resident Representative, the Head of Service Center is responsible for effective and efficient planning, management and delivery of the Service Center Business. S/he oversees the planning, preparation and implementation of the UNDP Libya CO procurement plans in consultation with the Programme, Operations and the UNDP Libya CO Senior Management (Resident Representative /Deputy Resident Representative). S/He oversees the implementation and compliance of engineering works in close consultation with Programme and CO Management.

S/He shall supervise the staff of the Service Center and promotes strategic, client-focused, quality and results-based approaches in the Unit. S/he demonstrates effective collaboration with the Programme, and Operation units in the CO as well as UNDP HQs.

This position shall play a proactive role in providing technical advice related to procurement to all UNDP projects and should focus on identifying and implementing cost effective practices. S/He should monitor and follow up the overall engineering/procurement work of the Service Center in close consultation with the Programme Unit (related Projects) and CO Senior Management.

S/he shall also provide strategic advice to country office management on how to ensure best value for money, minimize and manage risks, apply best procurement practice, facilitate efficient procurement to ensure speedy delivery while ensuring compliance with UNDP procurement rules. He/she shall analyze and interpret with authority the procurement policies, the financial rules and regulations where procurement rules are related to and provide appropriate and practical solutions to a wide spectrum of complex issues related to procurement.vvv

 

1.    Ensure effective and efficient operations and overall strategic management of the Service Centre focusing on achievement of the following results:

 

  • Supervises the procurement and engineering (in coordination with related Project Managers) units and provide overall management support and leadership to all staff of the Service Center, review work plans and conduct performance monitoring;
  • Leads the preparation of the annual procurement plan (APP) for the CO, in consultation with the programme and project units, that is in line with the Annual Work Plan (AWP) and include indicative and prioritized list of goods, services and civil works for each quarter of the year;
  • Prepares work plan for the Service Center with clear distribution of tasks, monitor progresses and provide guidance and direction as needed based on the APP;
  • Develops and maintains appropriate tools/Standard Operating Procedure (SOP) for quality assurances based on problem prevention of services under the purview of the Service Center;
  • Set up appropriate monitoring/early warning system for the implementation of the APP and provide regular reports to the CO Senior Management;
  • Monitors activities of the procurement and engineering units and promptly report any abnormality or risks;
  • Regularly communicates with the Project Managers, as main clients, on progress with respect to services requested;
  • Identifies bottlenecks for the service delivery including risk management and recommend solutions.
  • Ensures close collaboration and cooperation with Procurement Units in UNDP Head Quarters to liase with all corporate requirements.

 

2.    Ensure effective transactional procurement focusing on achievement of the following results:

  • Support and development of transactional procurement strategies including sourcing strategy and evaluation criteria and evaluation for significant spend procurement subject to appropriate procurement methodologies and risk management;
  • Support for the organization of procurement processes, including establishing Long Term Agreements (LTA) based on e-tendering.
  • Reviews terms of reference and provide feedback to clients to ensure the quality of services to be procured before the solicitation phase including development of appropriate evaluation criteria and contract management;
  • Implements effective strategies on contract management, negotiation with suppliers, considering legal implications based on consultation with UNDP Legal Department.

·        Ensures full compliance of procurement unit with UNDP rules, regulations, policies and strategies.

·        Implement relevant internal control frameworks and adopt client-oriented procurement management system;

·        Elaborates and implement cost-recovery and cost-reduction best practices;

·        Prepares early warning system to advise the CO Senior management and Project Manager if delays are anticipated and recommend alternative solutions for high risk/high value procurement;

·        Clears submissions to the CAP and ACP committees for significant spend procurement cases;

·        Harmonizes procurement services, where relevant, in relation to joint procurement with other UN agencies in line with the UN reform;

·        Develops and manage the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance management mechanisms;

·        Ensures effective utilization of e-tendering in the CO including e-document management systems;

·        Develops and maintain an effective network at the inter-agency level to create synergies for the economy of scale building on success stories;

 

3.    Ensure coordination of effective engineering and civil works; in close cooperation with Project Managers, the engineers and in line with the SOP focusing on achievement of the following results:

 

·        Reviews Statement of Works (SOW) and Bill of Quantities (BoQ) to be cleared by Project Managers, and clear other required procurement documents for the civil works to be undertaken;

·        Participates in the evaluation process and provide technical advice as necessary for significant spend procurement.  

·        Provides input and feedback to clarifications from CAP/RACP (Contracts, Asset and Procurement Committee/Regional Advisory Committee on Procurement);

·        Documents lessons learned ensuring continuous improvements of the procurement cycle;

·        Through the engineers checks and certify substantial construction progress/completion and the corresponding payments. Advice UNDP to withhold payment for any work which has been rejected or any work which is not in compliance with the contract documents.

 

 

4.    Facilitate knowledge building and knowledge sharing focusing on achievement of the following results:

·        Organizes regular trainings and workshops for the programme and projects teams on procurement and engineering policies, processes and procedures;

·        Synthesizes lessons learned and best practices and make regular contributions in the relevant knowledge sharing networks and other communities of practice;

·        Leads the Service Center towards a “Centre of Excellence”, which shares best practices with other business units.

 

Innovation -Ability to make new and useful ideas work:

 

 Exercises stakeholder-centered design approaches for office / programme / division

 

Leadership-Ability to persuade others to follow:

 

Ensures teams are resourced for success and empowered to deliver

 

People Management- Ability to improve performance and satisfaction:

 

Guides substantive specialists / teams and expands credibility and innovation capacity

 

Communication- Ability to listen, adapt, persuade and transform:

 

 Creates confidence among stakeholders by delivering authoritative positions, compelling analysis, and contextual acumen

 

Delivery-Ability to get things done while exercising good judgement:

 

 Accepts accountability for the outcomes of programme delivery and facilitates improvement and innovation in the delivery of products and services

Technical competency:

Ability to apply technical expertise to ensure seed and quality of civil works and equipment procurement

Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

 

Knowledge Management

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

 

Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Education:

  • Master’s Degree or equivalent in Business Administration, Engineering, Social Sciences or related field.
  • A Bachelor’s degree may also be considered with at least 10 years of relevant work experience.
  • UNDP/CIPS or CIPS Level 4 is an advantage.

Experience:

  • At least 7 years of relevant experience at the national or international level in procurement or project management including projects related to infrastructure and civil works
  • A solid track record of experience in an international setting with the UN or with international organizations, or similar context;
  • Experience of similar work, related to procurement and project management, preferably in a crisis context;
  • Experience and knowledge of UN/UNDP rules and regulations;

Computer proficiency, including working knowledge of MS Office products (Word, Excel, PowerPoint), Adobe In-Design and web-based management systems;

Contract Duration: 1 Year with possibility for extension