Procurement and Grants Advisor

Contract

This is a IICA-3 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 7 years of experience, depending on education. More about IICA-3 contracts.

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Functional Responsibilities

Reporting to the Head of Support Services, the Procurement and Grants Advisor will carry out the following tasks:

1. Strategic implementation of operational strategies
2. Management of procurement processes
3. Development and design of sourcing strategy and e-procurement tools
4. Leading knowledge building and knowledge sharing on procurement and grants
5. Strategic implementation of the pre-award stages for PSC Grants
6. Personnel management

1. Strategic implementation of operational strategies

• Advise on strategic implementation of procurement processes in PSC and ensure compliance of procurement activities with UNOPS rules, regulations, policies and ensure proper design and functioning of a client-oriented procurement management system.

• Implement harmonized approach to procurement across PSC programmes

• Define and promote standardized practices and procedures on procurement and grants across the cluster.

• Develop Standard Operating Procedures (SOPs), tools and relevant guidelines to reflect evolving PSC needs and workflows.
• Develop procedures and guidelines to ensure that sustainability and gender diversity initiatives are duly incorporated in PSC’s procurement activities.
• Stay abreast of client needs and use client feedback as a key input to planning and prioritizing procurement initiatives.

• Provide strategic advice on the design of tenders and inputs to the implementation of contract strategy in the PSC.

• In cooperation with HQ partners, develop and implement an effective oversight framework for PSC’s Procurement and Grant activities.

• Collaborate and partner with PG and IPAS to bolster oversight and drive continuous improvement of practices.

2. Management of procurement processes

• Provide oversight and advice on the various stages of the procurement process (i.e. development of the solicitation documents, evaluation, submission to the procurement review board, award of contracts)

• Define/Monitor relevant Key Performance Indicators (KPIs) in collaboration with Senior Management and in line with client expectations.

• Design templates, tools (e.g. checklists), and business process maps to facilitate compliance with corporate rules, regulations, and customs.

• Monitor corporate policy changes in procurement and ensure that portfolio teams and field counterparts are aware of and understand how to apply relevant rules and requirements.

• Review and endorse Evaluation Panel composition for all high-profile PSC procurement activities.

3. Development and design of sourcing strategy and e-procurement tools

• Oversee the development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Lead PSC’s efforts to expand its roster of Pre-qualified Organizations in Humanitarian Mine Action and other new emerging areas.
• Develop and implement a systematic approach to linking results from the PSC Contract Management Tool with PSC’s sourcing strategy and pre-qualification process.
• Manage, monitor, and enforce the use of global tracking tools to generate PSC’s procurement dashboards on key dimensions, timelines, CPC approval rate, vendor response rate, vendor compliance and savings generated through negotiations.

4. Lead knowledge building and knowledge sharing on procurement and grants

• Organize trainings for the operations/projects staff on Procurement and Grants
• Identify, codify, and promote lessons learned/best practices in procurement and grants in PSC.
• Contribute to knowledge networks and communities of practice.

• Identify and analyse gaps in bids/proposals received and areas for vendors’ improvement and thereafter organize trainings for current PSC vendors aimed at enhancing their understanding of the procurement process/systems, increasing their capability to submit qualified bids and encouraging effective competition.

• Partner with the Global Technical Expert in advancing initiatives that promote vendor engagement and improved quality standards.

• Act as focal point for coordinating with PG and IPAS on training requirements, procurement issues and providing feedback/recommendations for policy/system improvements.

5. Strategic implementation of the pre-award stages for PSC Grants, Government Funding Agreements, UN to UN Agreements

• Advise and provide oversight on the use of third party modality during the project design phase.

• Oversee and provide strategic guidance on the preparation of documentation pertaining to development of the Call for Proposals, evaluation of proposals and finalization of Grant Awards.

• Coordinate and liaise with IPAS Legal, Infrastructure/Project Management Group (IPMG) on policy updates and all relevant initiatives on the use of the grant modality.

• Manage and analyse relevant statistics and data on PSC grants and other third party modality to support strategy formulation and future planning.

6. Personnel management

• Provide critical oversight the PSC procurement and grants team, delegating tasks and projects as appropriate.
• Monitor quality and efficiency of outputs, providing feedback during regularly held one-on-one sessions.
• Foster a sense of empowerment by providing personnel with the space to act autonomously (within their respective scopes of authority) and manage their own work.
• Where and when appropriate, design stretch assignments for high-potential personnel
• Facilitate career development by providing opportunities for growth, such as participation training sessions (e.g. CIPS, Prince2 Practitioner, P3O Foundation, etc.), stretch assignments, and mission travel

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education

• An advanced degree (master or equivalent) with seven years of relevant experience

OR - A first-level university degree (bachelor or equivalent) with nine years of relevant experience

Experience

• Relevant experience is defined as experience in procurement operations at the national or international level
• Experience providing policy advice to senior managers or leaders is required
• Experience developing and implementing procurement strategies is required
• Experience with managing grants is desired

Language

• Fluency in English (read, write, speak) is required.
• Fluency in another official UN language is desired.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: ICS-11 (P4 equivalent; IICA-3 equivalent; LICA-11 equivalent) Contract duration: Ongoing, subject to organizational requirements and funds availability

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development. UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs). At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.