Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

II. Background and Organizational Context

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design state, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.   Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders. 
III. Position Purpose

The Procurement and general services Specialist will work under the strategic guidance and direct supervision of the DRR and is responsible for managing the Country Office and the regional Hub Procurement and General Service unit.

The Procurement Specialist ensures efficiency and integrity in procurement management and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality, strategic, and results oriented approach to all tasks; and works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support. 

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.
IV. Key Duties and Accountabilities
 
1.)  Develop and oversee the execution of forward-thinking and sustainable procurement strategies and policies, guided by principles of fairness, integrity, and transparency, with the aim of optimizing cost-effectiveness and value for resources invested.
Example of Duties:
  • Lead the development and execution of innovative procurement and contracting strategies for goods, services, and works, with a focus on achieving cost-effectiveness, fairness, integrity, and transparency.
  • Ensure full compliance with official procurement policies, rules, regulations, and procedures while maintaining effective internal controls.
  • Establish and enforce procurement Standard Operating Procedures (SOPs) to harmonize workflows and maintain adherence to UNDP rules and regulations.
  • Collaborate with projects, stakeholders, and donors to align procurement strategies and plans to meet mutual objectives.
  • Conceptualize, implement, and oversee strategic procurement initiatives, including sourcing strategies, supplier selection, contract management, cost reduction measures, e-procurement, and performance evaluation.
2.)  Streamline and oversee the effective management of procurement processes across the Country Office, the Regional Hub, projects, and various UN Agencies
Example of Duties:
  • Manage and guide procurement processes for the acquisition of goods, services, and construction works for the Business Unit, ensuring strict compliance with official procurement policies, rules, regulations, and procedures.
  • Streamline and oversee the effective management of procurement processes across the Country Office, Regional Hub, projects, and various UN Agencies.
  • Monitor and ensure the timely implementation of procurement plans while upholding compliance with UNDP regulations.
  • Establish and maintain monitoring systems, controls, and mechanisms for procurement processes, encompassing RFQ, ITB, RFP, and contract negotiations.
  • Review and certify submissions to internal procurement review committees, ensuring transparency and compliance.
3.) Oversee strategic sourcing initiatives
Example of Duties:
  • Develop and execute a strategic sourcing strategy to identify optimal values in the market, aligning purchasing strategies with the organization's objectives.
  • Effectively manage corporate e-procurement tools to optimize marketplace value and align purchasing strategies with project, CO, and Hub objectives.
  • Manage supplier rosters and evaluation mechanisms to enhance procurement practices.
  • Provide input on the establishment of Long-Term Agreements/Framework Agreements to improve category management.
4.)  Administrative Agreements and General Services Oversight 
Example of Duties:
  • Conduct and negotiate administrative agreements, including cost-sharing arrangements and service provisions, particularly with UNDP and third parties.
  • Ensure that office premises are well maintained and equipped with common services.
  • Oversee the identification of office technology needs and maintenance of equipment, software, and systems.
  • Manage contracts with service providers to maintain a secure and well-maintained workplace.
  • Promote sustainability initiatives in general services, including identifying sustainable suppliers and products. 
5.) Logistics and Travel Management
Example of Duties:
  • Lead and support travel management processes, including travel authorization, travel claims, and reconciliation of settlements.
  • Coordinate purchase orders for travel and procurement in the UNDP ERP system (Quantum), ensuring budget availability.
  • Coordinate cost-recovery bills for travel services provided by UNDP to other agencies.
  • Arrange travel and hotel reservations, visas, and other documents for staff, consultants, UN personnel, and visitors.
  • Provide specialized support in logistics, ensuring the effective delivery of program supplies.
  • Manage documentation processing for logistics operations, including customs clearance and invoice verification.
  • Maintain warehousing and inventory management processes to support program implementation.
  • Liaise with internal and external stakeholders to support logistics operations management.
  • Ensure accurate accounting, reporting, and internal control systems for logistics.
  • Facilitate procurement training for operations and project staff.
  • Organize procurement training for vendors on e-procurement modules.
  • Foster collaboration and knowledge sharing within the Business Unit and across the Region, UNDP, and the broader UN system.
  • Actively participate in knowledge-sharing initiatives and communities of practice to enhance collaboration and achieve economies of scale.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Supervisory/Managerial Responsibilities:  Responsible for supervision and performance management of Procurement Analysts and support staff in Procurement Unit. 
V. Requirements:
 
Education
  • Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required, or 
  • A first-level university degree (bachelor’s degree) 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 mandatory, CIPS level 4 is an asset

 Experience, Knowledge, and Skills
  • Minimum 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
  • Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.

Language Requirements
•Proficiency in French and Knowledge of English 

Expected Demonstration of Competencies
Core 

Achieve Results

 LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact

Think Innovatively

 LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems

Learn Continuously

LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences

Adapt with Agility 

 LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
Act with Determination  LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results

Engage and Partner

 LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration

Enable Diversity and Inclusion

 LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site. 

Cross-Functional & Technical competencies (insert up to 7 competencies) 

Thematic Area Name Definition
Procurement Strategic Sourcing
  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations 
Procurement  Category Management
  • Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency 
Procurement  Data Analysis
  • Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making 
Procurement  Stakeholder Management 
  • Ability to work with incomplete information and balance competing interests to create value for all stakeholders 
Business Direction & 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
Business Management Risk Management
  • Ability to identify and organize action around mitigating and proactively managing risks

 Dislaimer

Female candidacies are strongly encouraged.

Important applicant information

This post is subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  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. We strongly encourage female candidacies.

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