Procurement Officer [Open to Internal & External applicants]

Overview

The Procurement Officer will support projects in developing TORs and specifications, and ensure the administration and implementation of operational strategies for procurement activities.

Key Responsibilities

• Provide continuous coaching and support to staff on developing TORs for consultancies, research work and technical services
• Perform research and market analysis to provide support to requesting units and projects in preparing specifications for goods and assets
• Review and perform quality assurance of TORs and specifications developed by the requesting unit and projects
• Build the capacities of staff to develop succinct, crisp and clear TORs for required services and specifications of goods
• Ensure administration and implementation of the operational strategies focusing on achievement of the following results: Full compliance with procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper functioning of a client-oriented procurement management system
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO
• Support project team in preparation of procurement plan for the project and its implementation and monitoring
• Organization of procurement processes including preparation and conducting RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts
• Preparation of purchase orders and contracts in and outside Quantum/UNAll, preparation of Recurring purchase orders for contracting of services, vendors’ creation in Quantum/UNAll
• Buyers profile in Quantum/UNAll
• Review of procurement processes conducted by the project; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP)
• Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched
• Timely corrective actions on POs with budget check errors and other problems
• Presentation of researched information on procurement in the project
• Preparation of cost-recovery bills for the procurement services provided by UNDP to projects
• Keep Record and responsible for proper achieving of completed cases at Procurement Unit Database
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation
• Conduct formal market research through Expression of Interest (EOI), Pre-Qualifications, Request for Information (RFI) and Open Announcements
• Establish contract management group and convene monthly meetings of group
• Develop automated system alerting contract managers on critical contract dates and milestones and process the contract amendments/extensions/variations
• Provide support and guidance to project personnel in contract management and resolving issues and disputes with the contractors/service providers/vendors
• Manage the contract performance of different vendors and escalate to Head of Procurement regarding occurrences of non-performance by the vendors
• Manage financial instruments such as bid securities, performance bank guarantees and performance bonds
• Conduct risk assessment of complex and high value procurement actions for programme and project and devise risk mitigation measures
• Organize and deliver various training/coaching sessions on different Procurement Topics to Project and other operations personnel
• Organize learning sessions to create awareness about procurement rules and regulations
• Develop flow charts of procurement methods to demonstrate steps involved and roles and responsibilities of staff
• Synthesis of lessons learnt and best practices in Procurement
• Sound contributions to knowledge networks and communities of practice
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Required Experience

• Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national or international level with international organizations, donors, NGOs in public sector procurement management.
• Experience in excellent report writing and analytical skills
• Experience and knowledge of donor policies, processes and reporting requirements, especially EU
• Experience in a UN or international organization in completing procurement management
• Knowledge of UN system & online web-based systems
• Experience of working in a diverse multi – cultural, multi – ethnic environment
• Experience in strengthening demand and supply sides of the justice sector
• Experience working in a crisis/conflict area
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advanced knowledge of automated procurement systems, experience in handling of web-based-management systems
• Demonstrated experience of procurement processes, market research, Qualification assessment of Bids, checking value for money, Quality assurance and Risk Mitigation
• Progressively responsible procurement experience of working with international development sector organizations in similar capacity.

Qualifications

Advanced university degree (master’s degree or equivalent) in Business or Public Administration or related field is required. Or A first-level university degree (bachelor’s degree) in the areas stated 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 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 time of application will have a proportionate advantage

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