Procurement Specialist

The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the Organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, improved and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).  
 
The Office of Procurement is responsible for the development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function.  OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP.   We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

The Central Procurement Team (CPT), of the Office of Procurement based in New York, provides procurement support services for UNDP business units by centrally coordinating all procurement transactions over $10K. It serves central bureaus within UNDP to ensure cost and time efficiency, required compliance and added value to clients.  Those central bureaus identify procurement needs and make decisions, while CPT provides procurement services and guides the client through the process and decides on the best sourcing strategy. Routing procurement requests through CPT will lead to a quicker turn-around time, and a higher quality, cost-effective outcome.

The key results have an impact on the overall Unit’s efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensures client satisfaction and overall timely delivery of UNDP programmes and projects.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

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; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
• Elaboration and implementation of cost saving and reduction strategies.
• Conceptualization, elaboration and implementation of contract strategy in the Unit 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 Unit including sourcing strategy supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Establishment of Long-Term Agreements for complex goods and services. 
• Participate in periodic meetings of the office and of the Unit in order to provide prompt and timely advice in the planning of resources and activities.
   

2.   Ensures efficient management of procurement processes for the clients focusing on achievement of the 
following results:

• Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation. Act as the client’s focal point on procurement plans, coordinate workload among CPT teams, work closely with client to develop the best souring strategies and in line with the procurement plans and ensures best interest of UNDP.  
• Establishment and implementation of proper monitoring system and control of procurement processes for goods, services, as well as individual consultants including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, review of bids/proposals/CVs, interviews, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation. 
• Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Proactive Management of procurement contracts and Quantum related processes. 
• Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Management of the implementation of the procurement processes monitoring system and mechanisms to 
  eliminate deficiencies in procurement.
• Establishment and implementation of harmonized procurement services and elaboration of proposals on common services, introduction and management of joint procurement for the UN Agencies in line with the UN reform.
• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms. 
• Support in the different activities that are assigned by the Office of Procurement Director or the Chief of the Central Procurement Unit that relate to the procurement unit.
   

3.   Ensures introduction and implementation of sourcing strategy and e-procurement tools

• Implementation of the strategic procurement in CPT and clients including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Implementation of activities for establishment of Long-Term Agreements with vendors. 
• Management of e-procurement module.

4.   Ensures facilitation of knowledge building and knowledge sharing in the Unit focusing on achievement of
the following results:

• Organization of training for the operations/projects and well as CPT staff on Procurement processes, best practices, coordinate clients training and capacity building in procurement and contract management.
• Organization of trainings for the clients on Procurement on quarterly basis.
• Synthesis of lessons learned and best practices in Procurement, processes, and support CPT in the digitalization process.
• Sound contributions to knowledge networks and communities of practice.
• Review procurement cases before submitted to oversight committees to ensure quality check, value for money, and consistency and increase the quality assurances for CPT. Develop checklists and training materials to support the continues monitoring of CPT quality assurances. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient  functioning of the Office and the Organization.
 

 Business Direction and Strategy - System Thinking:     

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

 Business Management   - Portfolio Management:

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment

Ethics - UN policy knowledge - ethics:

• Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

• The ability to acquire goods, services or works from an outside external source

Procurement:

• Procurement management - The ability to acquire goods, services or works from an outside external source
• Strategic Sourcing - Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Supplier/relationship management - Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Contract Management - Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations