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ย 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.
Timor-Leste is a small half-island country, one of the top ten counties most vulnerable to climate change. Approximately 70% of Timor-Lesteโs rural population (840,000 people) is highly susceptible to climate changes, particularly increasing rainfall variability and extreme weather events. Lives and livelihoods in the country's remote interior and coastal regions are highly exposed. Impacts of intensified extreme events include damage and degradation of decentralized small-scale critical infrastructure, particularly water supply and drainage structures, embankments, and feeder roads and bridges. Damages leave rural populations isolated, lacking essential services. According to climate change scenarios and risk models, occurrences of climate extremes and related damages will at least double towards mid-century.ย
The project objective is to safeguard vulnerable communities and their physical assets from climate change-induced disasters. It aims to address existing institutional, financial, and legislative barriers, increasing the climate resilience of vulnerable small-scale rural infrastructure. Six municipalities, mainly Baucau, Ermera, Aileu, Viqueque Lautem, and Liquica, were selected for the project interventions.ย The project has the below two interrelated outputs that aim to achieve the impact potential and create an enabling environment/condition for scaling up/replicating the impact beyond the immediate target areas.ย
Output 1: Climate risk information is developed, monitored, and integrated into policies, regulations, and institutions to inform climate-resilient small-scale rural infrastructure planning and management Output 2: Climate risk reduction and climate-proofing measures for small-scale rural infrastructure are implemented to build the resilience of vulnerable communities in six priority districts. Duties and Responsibilities1. Procurement and Operational Managementย ย
A. Manage procurement processes for goods and services according to the Procurement Plan, which includes:ย
Ensure all necessary preparations for procurement are finalized, such as Terms of Reference for technical specifications of goods/services, Evaluation Criteria, Cost Estimates, Market Research, and Evaluation Panel set-up.ย Advertise Invitation for Bids/Quotations. Prepare documents for the Evaluation Panel.ย Liaise with the procurement unit to support preparing bidding documents/requests for quotations and bids/quotation evaluation reports. Review and certification of submissions to the Contract and Procurement Committee (CAP), Regional Committee on Procurement (RACP), and Advisory Committee on Procurement (ACP).ย Implement the internal control system that ensures purchase orders are duly prepared and dispatched, with timely corrective actions on POs with budget check errors and other problems.ย Monitor contract implementation, including issues of claims and disputes, compensation events, and so on. Successful implementation of e-procurement, including e-tendering module. Identify sources where potential suppliers can be reached, includingย using social media, industry forums, business directories, and networking events to expand the vendor pool and enhance procurement efficiency.b. ย Facilitate the procurement process for goods and services, including recruiting consultants and equipment (IT equipment, etc.).ย
c. Maintain lists of the potential suppliers and performance of previous suppliers;
d. Liaise with Procurement Analyst/Officers in the UN organizations as needed;ย
ย e. Maintain a repository in UNDP SharePoint Drive for various Terms of References, Contracts, Reports, and other relevant documents for the Procurement processes, ensuring easy access, version control, and compliance with documentation standards.
f. Create, modify, and register theย system's e-request, micro canvas, and receipts, ensuring accuracy, timely processing, and proper documentation for procurement and financial tracking.
g. Manage, track, and monitor the signed contracts, deadlines, and deliverables to ensure compliance, timely execution, and adherence to contractual obligations while coordinating with relevant stakeholders for any necessary amendments or extensions.
2. Grant Management & Partnership building
Registration of new vendors and keeping the vendor list updated in the UNDP Quantum system to ensure accurate and efficient procurement processes. Additionally,ย vendor details are regularly verified to maintain compliance with UNDP standards. Review the detailed budget breakdowns of s and NGOs' proposals and provide valuable guidance and advice on revision. Monitor and manage proper utilization and reporting of transferred funds by implementing partner NGOs and CBOs. Maintain a list of potential local implementing partners (such as NGOs and CBOs) and regularly update, review, and recommend partnerships with potential partners.ย Manage Micro-Grant Agreements signed by partner NGOs and CBOs and ensure MGAs are followed and implemented. Establish financial document control procedures for the Microgrant recipient NGOs and provide financial and technical support in managing funds. Review and compile financial reports on the award of grants to implementing partners (organizations such as NGOs and CBOs). Maintain liaison and draft necessary financial correspondence with local NGOs and CBOs to ensure funds are utilized efficiently per the approved annual work plans.ย3. Facilitation of knowledge-building and knowledge sharing
Assist to Project staff on UNDP procurement rules and regulations ; Facilitate training for the Government of Timor-Leste personnel on procurement management by the project document and the NIM procedures; Participate in procurement training courses as necessary; Facilitate knowledge sharing and support partners in Project activities, especially related to procurement; Liaise with Greening the One UN campaign to ensure the Project adapts green guidelines for procurement. Monitor procurement processes to ensure compliance with UNDP policies, transparency, and value for money. Maintain and update procurement records, contracts, and vendor databases to streamline reporting and audit readiness.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
4. Institutional Arrangement
Under the direct supervision of the GCF Project Manager and Procurement Analyst, National Project Procurement and Operationsย Officer will actively support the GCF project and the UNDP Timor-Leste Country office in developing, managing, and implementing the project procurement plan according to the Project Document and Annual Work Plan and in close collaboration/coordination with UNDP programme and government counterparts. Competencies ย Core ย Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsย Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย Act with Determination:ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationยCross-Functional & Technical competenciesย Thematic Area Name Definition Business Direction & 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.ย Business Development Knowledge Facilitation Ability to animate individuals and groups, internally and esternally, and to design and favilitate activies, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange.ย Business Management Results-based Managementย Ability to manage the implementation of strategies, programme, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theoris, concepts, methodologies, instruments and tools.ย Business Management Operations Management Ability to effectively plan, orgaise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to covert the organisatoinโs assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.ย Procurement Contract Management Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situation.ย Procurement Procurement management The ability to acquire goods, services or works from an outside external source.ย Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services.ย ย
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Required Skills and Experience ย Education: Advanced university degree (Masterโs degree or equivalent) inย Procurement, Supply Chain Management,ย Business or Public Administration, Financial Management,ย Economics, Law, or a related field or other discipline is required, orย A first-level university degree(Bachelorโs degree) in Procurement, Supply Chain Management,ย Business or Public Administration, Financial Management,ย Economics, Law, or a related field and process in combination with 2 additional years of qualifying experience will be given due consideration in lieu of Masterโs degree. CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the of application will have a proportionate advantage. Experience: Minimum Two (2) years (with Masterโs degree) or four (4) years (with Bachelor degree) of relevant experience in procurement, contract management, or supply chain management, preferably in an international organization, NGO, or government agency.Requiredย skills:
Proven experience handling large-scale procurement, tendering processes, and contract negotiations. Familiarity with e-procurement systems, ERP platforms (UNDP Quantum, SAP, or Oracle), and procurement software. Good computer literacy โ MS Office applications, web-based management information systems.ย Strong knowledge of international procurement standards, competitive bidding, and contract administration.Desired skills in addition to the competencies covered in the Competencies section
Experience in UNDP or UN procurement processes, policies, and procedures is highly desirable. Experience working at the country level with a UN or International Organization. Ability to assess best value for money and cost-effective procurement strategies. Experience working with green procurement, sustainable sourcing, and ethical supply chain principles is an asset. Analytical and problem-solving skills to evaluate supplier proposals, negotiate contracts, and resolve procurement issues. Strong communication and negotiation skills to engage with vendors, government counterparts, and project teams. Attention to detail and accuracy in preparing procurement documents, contracts, and reports. Ability to work independently and manage multiple procurement activities simultaneously under tight deadlines. Knowledge of financial regulations, taxation, and customs procedures related to procurement. Required Language(s): ย Fluency in English and Tetum is required.ย ย ย Disclaimerย Important information for US Permanent Residents ('Green Card' holders)ย
ย 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.ย
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ย Non-discrimination
ย 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.ย ย
ย 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.ย
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