Under the supervision of the Deputy Country Director (Operations) and the guidance of the Operations Manager, the Procurement Specialist is responsible for management of Yemen CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money. The Procurement Specialist manages the CO procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Specialist supervises and leads the support and professional staff of the Procurement Unit. The Procurement Specialist works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.
Summary of key functions and expected results:
1. Support to the development and implementation of operational strategies with the following key responsibilities:
- Coordinate the formulation of the annual work-plan development process together with team colleagues, establishing procurement priorities, performance indicators and results;
- Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; develop and implement an effective internal control framework and a client-oriented procurement management system;
- Elaborate and implement cost-saving and reduction strategies;
- Conceptualize, elaborate and implement a contract strategy including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations, payment conditions and risk assessment;
- Conceptualize, elaborate and implement strategic procurement elements including sourcing strategy, supplier selection and evaluation, quality management, customer relations, and e-procurement development and refinement;
2. Efficient management of procurement processes with the following key responsibilities:
- Prepare and deliver well-developed procurement plans for projects including deadlines and monitoring processes;
- Establish and implement monitoring and control systems for procurement processes including organization of RFQ, ITB, or RFP, receipt and evaluation of quotations, bids or proposals and negotiation of certain conditions of contracts to ensure full compliance with UNDP rules and regulations; Take action where standards or regulations are not met;
- Prepare submissions to the CAP, RACP or ACP committees
- Elaborate and implement the internal control system which ensures that purchase orders are prepared and dispatched; take timely corrective action on purchase orders if problems arise;
- Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform;
- Draft and issue contracts, Terms and Conditions and Schedules and ensure effective management of contracts to secure beneficial contractual arrangements for UNDP;
- Provide consultation on ad hoc procurement processes to support business units that experience difficulties throughout the procurement chain;
- Supervise or prepare cost recovery bills for procurement services provided by UNDP to other agencies.
3. Elaboration and implementation of sourcing strategy and e-procurement tools with the following key responsibilities:
- Develop and manage the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance management mechanisms;
- Conduct pre-bid meetings with interested vendors to ensure complete understanding of the bidding documents.
- Manage the e-procurement system.
- Manage the complete tender process for multiple concurrent tenders using an e-procurement system
- Identify, implement and manage preferred supplier arrangements (LTAs) for goods and services
4. Relationship management with internal and external stakeholders with the following key responsibilities:
- Develop effective collaborative relationships with UNDP ‘clients’ working in HQ business units or CO operations and programmes; facilitate client capacity development as a key element of every procurement assignment;
- Develop and maintain an effective network with inter-agency procurement counterparts working on specialized procurement activities;
- Act as primary focal point for vendors involved with LTAs for Global Procurement Services.
5. Facilitation of knowledge building and knowledge sharing with the following key responsibilities:
- Organize training or informational events for UNDP ‘client’ counterparts concerning the procurement of global and specialized goods and services;
- Synthesize lessons learned and best practices in the procurement of global and specialized goods and services;
- Make regular contributions to the procurement knowledge network and other communities of practice.
- Provide leadership in the establishment of a reputation as the “Centre of Excellence”, which shares best procurement practices with other business units
6. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
- human rights and gender equality is prioritized as an ethical principle within all actions;
- activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
- any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
- differentiated needs of women and men are considered;
- inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
- necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
- Innovation: Ability to make new and useful ideas work
- Leadership: Ability to persuade others to follow
- People Management: Ability to improve performance and satisfaction
- Communication: Ability to listen, adapt, persuade and transform
- Delivery: Ability to get things done while exercising good judgement
- Purchase-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations
- Procurement :The ability to acquire goods, services or works from an outside external source
- Sourcing: Ability to find, evaluate and engage suppliers of goods and services
- Strategic Sourcing Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
- Logistics: Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
- Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
- Supplier Management Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
- Team building: Ability to work effectively with diverse groups of professionals towards common goals
- Communication: Ability to effectively communicate intensions and requirements to internal and external stakeholders
- Internal Reporting and Accountability: Ability to create internal reporting and accountability processes and standards
- Marketplace Analysis: Ability to research, discover trends, and make recommendations pertaining to a particular market
- Quality Assurance: Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled
- Master’s Degree or equivalent in Business Administration, Public Administration, Engineering, Economics or related field.
- Procurement Certification (CIPS) is desirable.
- 7 years of relevant experience of which at least 2 years in procurement management at national or international level.
- Strong procurement management experience in a large NIM/DIM or Crisis Country Office is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.
- Excellent team leadership spirit; solid experience in the management of people and systems in high-pressure environments.
- A good combination of HQ and CO experience is a plus. Knowledge and understanding of UN or UNDP procurement policies and procedures is essential.
- Advance knowledge of ERP system (PeopleSoft) and IPSAS.
- Proficiency in English and effective writing skills required. Working knowledge of spoken and written Arabic is an asset.
Important information for US Permanent Residents ('Green Card' holders)
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.
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
Contract Duration: 1 Year with possibility for extension