Procurement Specialist

  • Added Date: Wednesday, 25 March 2020
  • Deadline Date: Saturday, 04 April 2020

UNDPโ€™s presence in the Bangkok Regional Hub (BRH) 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) function, strategic management oversight and advisory support is provided through the Management Advisory Services Team (MAST).ย 

As part of the team, the Procurement Specialist provides comprehensive strategy development, planning, and implementation support to Country Office (CO) management, programme and operations teams and project personnel in the Asia-Pacific region, aiming to help them design and implement projects financed by the Vertical Fund family (Global Environment Facility (GEF), Green Climate Fund (GCF), and similar). S/he works closely with the Country Office Support and Quality Assurance (COSQA) team in the Regional Hub, HQ units in the Bureau of Management Services (BMS), and GEF Technical Advisors in the Regional Hub to ensure coherent, timely, and appropriately prioritized support to the COs. With the guidance of the Management Advisor and supervision of Regional Procurement Specialist in the Regional Bureau for Asia and the Pacific (RBAP), 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. S/he should have strong teambuilding, inter-personal and communication skills, be client-oriented, and have the ability to look at issues from different angles and find creative solutions.

Ensures provision of a broad range of advisory services to programme, projects, other UNDP units and associated Agencies in a complex and difficult operating environment focusing on achievement of the following results:

  • Provisions of goods and services required by the Business Units;
  • Advises clients on the formulation of CO procurement plans to ensure consistency with the organization's programmatic strategy;
  • Anticipate procurement needs by advising clients during the formulation of the project documents;
  • Contribute towards the preparation of the proposal including procurement plan;
  • Ensure sustainable procurement goals of UNDP are woven into the strategies and implementation of procurement actions;
  • Assesses risks and formulates proposals that facilitate decision-making process and contribute to effective implementation of overall procurement strategy;
  • Serves as a key support on procurement activities during all phases of the procurement cycle;
  • Analyzes and evaluates procurement plans to harmonize strategies and ensure appropriateness and consistency with organizational needs;
  • 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;
  • Establishes and maintains work program and schedule for ongoing contracts and newly planned ones.

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; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
  • Elaboration and implementation of cost saving and reduction strategies;
  • Conceptualization, elaboration and implementation of contract strategy in the COs including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
  • 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.

Ensures efficient management of procurement processes for Projects focusing on achievement of the following results:

  • Review Project documents in close liaison with the Regional Technical Advisors prior to submission to development partners to ensure realistic procurement plans with costing are drafted;
  • Develop pre-qualification criteria for construction services and procurement of goods and services;
  • Develop Bid Documents, evaluation criteria, and provide guidance/support to the Country teams;
  • Prepare Ex-ante submissions for approval by appropriate procurement committees;
  • Provide on demand on-site and remote procurement advisory services as required (Asia Pacific countries) for specialised projects.
  • Coordination and advice in formal evaluation of bids, processing of technical clarifications on behalf of evaluation committee and finalization of commercial evaluation of bids;
  • 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;
  • Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
  • Maintenance of auditable procurement and contracting records in compliance with UNDP standards;
  • Identification of procurement bottleneck/issues and provision of strategic advice to management ensuring remedial action is taken;
  • May carry out missions to the country offices for one to several weeks.

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

  • Organization of training and knowledge building for the operations/ projects staff on Procurement;
  • Organization of trainings for project partners on Procurement, as required;
  • Synthesis of lessons learned and best practices in Procurement;
  • Contribute to the further development of systems, processes, tools and methods relevant to global and specialist procurement operations;
  • Report on regional lessons learned from experience with special procurement processes.

Identify and assess Procurement Risks with the following key responsibilities:

  • 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;
  • Assess risks of all types, i.e. 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.

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Core

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Innovation

Ability to make new and useful ideas work

Level 5: Creates new and relevant ideas and leads others to implement them

Leadership

Ability to persuade others to follow

Level 5: Plans and acts transparently, actively works to remove barriers

People Management

Ability to improve performance and satisfaction

Level 5: Models high professional standards and motivates excellence in others

Communication

Ability to listen, adapt, persuade and transform

Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others

Delivery

Ability to get things done

Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions

Technical/Functional

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Job Knowledge/Technical Expertise

Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments.ย  Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of procurement

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Effective Sourcing of Goods and Services

Knowledge of goods/services sourcing concepts, principles and methods, and ability to apply to practical situations within the crisis/post-conflict context

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Contract and Supplier Management

Knowledge of contract and supplier management concepts, principles and methods, and ability to apply to practical situations within the crisis/post-conflict context

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Relationship Management

Ability to engage with other parties and forge productive working relationships

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Quality Assurance

Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Level 5: 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.

Level 5:Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

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Education:

  • Master's Degree or equivalent in Business Administration, Procurement and Supply Chain Mangaement, Engineering, Finance or related field from an accredited college or university;
  • Professional certification in supply chain management or procurement from a recognized institution such as CIPS (equivalent to CIPS level 3 or above).

Experience:

  • Minimum 5 years of progressive relevant experience at national and international level in public, government and/or UN procurement management;
  • Demonstrated knowledge and experience in purchasing methods and procedures and techniques of specification writing;
  • Demonstrated knowledge and experience in sourcing a variety of goods, works and services and experience in methods of analyzing procurement needs;Experience of working in a UNDP Country Office / Regional Hub / HQ location is preferred.

Language Requirements:

  • Fluency in English;
  • Knowledge of another official UN language is considered an asset.

Other:ย ย 

  • Computer proficiency, including working knowledge of MS Office products (Word, Excel, PowerPoint), web-based management systems;
  • Knowledge of PeopleSoft Procurement and E-tendering modules are a requirement.

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.ย 

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.ย  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.

Workforce diversity

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.

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Contract Duration: 1 Year with possibility for extension

This vacancy is archived.

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