Procurement Officer

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The IUNV Procurement Analyst will be part of the CO Procurement Team and will be responsible among other things support acceleration of programme delivery. She/he will under direct supervision of the Head of Procurement and works closely with operations and programme teams. The TOR provides details of duties to be performed by the IUNV Procurement Analyst and expectations thereof.

Within the delegated authority and under the supervision of Procurement Specialist/Head of Procurement or his/her designated mandated representative(s), the UN Volunteer will undertake duties described in the attached Terms of Reference (TORs) any other additional duties as may be assigned by the Head of Procurement from time to time as deemed necessary.

1.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; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.  CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.  Analysis of requirements and synthesis of proposals for cost saving and reduction strategies. Synthesis of proposals and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.  Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

2. Manages and guides procurement processes for CO, DIM projects, and at the request of other Agencies focusing on achievement of the following results: Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation.  Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.  Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Regional/Advisory Committee on Procurement (R/ACP).  Management of procurement contracts. 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.  Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.  Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion, introduction of joint procurement for the UN Agencies in line with the UN reform.

3. Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:  Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.  Management of e-procurement module.

4.Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:  Organization of trainings for the operations/ projects staff on Procurement.  Synthesis of lessons learnt and best practices in Procurement.  Sound contributions to knowledge networks and communities of practice.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities.  Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);  Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;  Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
 Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;  Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;  Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/expected outputs Building Strategic Partnerships Level 1.2: Maintaining a network of contacts Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues Establishes and nurtures positive communication with partners

Promoting Organizational Learning and Knowledge Sharing Level 1.2: Basic research and analysis Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things Documents and analyses innovative strategies and new approaches Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise Level 1.2: Fundamental knowledge of own discipline Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Analyzes the requirements and synthesizes proposals Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development Level 1.2: Basic research and analysis Researches and documents ‘best practices’ in organizational change and development within and outside the UN system Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives Gathers and analyses feedback from staff

Design and Implementation of Management Systems Level 1.2: Research and analysis and making recommendations on management systems Maintains information/databases on system design features Develops simple system components

 Demonstrating/safeguarding ethics and integrity
 Demonstrate corporate knowledge and sound judgment  Self-development, initiative-taking  Acting as a team player and facilitating team work  Facilitating and encouraging open communication in the team, communicating effectively  Creating synergies through self-control  Managing conflict  Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.  Informed and transparent decision making

Procurement or supply chain and experience with UNDP procurement procedures is an asset, or experience working at the national and/or international level/UN or other international development organization.  Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems  Other desired/mandatory required technical knowledge  Excellent oral and written skills; excellent drafting, formulation, reporting skills;  Accuracy and professionalism in document production and editing;  Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;  Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;  Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;  Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;  Desirable: valid national driver’s license and proven ability to drive manual gear 4x4 over rough terrain; (if not applicable, delete)  Sound security awareness;  Have affinity with or interest in development volunteerism as a mechanism for durable development, and the UN System.

The rapidly changing nature of novel coronavirus COVID-19 has placed significant and increasing restrictions on the freedom of movement of people across the globe, within countries and across borders. Such restrictions make it very difficult for international UN Volunteers to begin their assignments at their assigned duty station and UNV cannot guarantee assignments will proceed as normal. Candidates for international UN Volunteer assignments during this period may be exceptionally granted alternative working arrangements to work from their place of recruitment until restrictions are lifted. This is at the discretion of the host entity. Candidates proceeding to interview are recommended to discuss the likelihood of travel and possible alternative arrangements with the host entity. If selected, candidates should carefully consider the circumstances before accepting UNV’s offer. In cases where the UN Host Entity partner has requested the UN Volunteer to perform their assignment remotely, the Post Adjustment Multiplier (PAM) and related entitlements to be paid may be adjusted to the temporary duty station from where the UN Volunteer has been requested to work if requested by the UN Host Entity. The initial contract is issued upon arrival for the period indicated above. The contract can be extended depending on continuation of mandate, availability of funding, operational necessity and satisfactory performance. However, there is no expectancy of renewal of the assignment.

A UN Volunteer receives a Volunteer Living Allowance (VLA), which is composed of a Monthly Living Allowance (MLA) and a Family Allowance (FA) for those with dependents (maximum three).

The Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing, utilities, transportation, communications and other basic needs. The VLA can be calculated using by applying the Post-Adjustment Multiplier (PAM) to the VLA base rate US$ 1,651. The VLA base rate is a global rate across the world, while the PAM is duty station/country-specific and fluctuates on a monthly basis according to cost of living. This method ensures that international UN Volunteers have comparable purchasing power at all duty stations irrespective of varying costs of living. The PAM is established by the International Civil Service Commission (ICSC) and is published at the beginning of every month on the ICSC website - http://icsc.un.org.

In non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, international UN Volunteers receive a Well-Being Differential (WBD) on a monthly basis. Furthermore, UN Volunteers are provided a settling-in-grant (SIG) at the start of the assignment (if the volunteer did not reside in the duty station for at least 6 months prior to taking up the assignment) and in the event of a permanent reassignment to another duty station.