Procurement Specialist

Details

Mission and objectives

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peacebuilding, and climate and disaster resilience. UNDP’s mandate is to end poverty, build democratic governance, rule of law, and inclusive institutions. We advocate for change and connect countries to knowledge, experience and resources to help people build a better life.

Context

Over the past decade, Timor-Leste has created the preconditions for successful development. It has emerged from a crisis of internal violence and political instability in 2006-2007, built a coalition government, and increased tangible services for the population. Thus, it has achieved hard-won political stability and built confidence in the state. Although still classified as a Least Developed Country (LDC) Timor-Leste achieved lower middle-income status in 2011. Nonetheless, poverty remains persistently high. While a greater proportion of poor reside in rural areas, the high rate of rural to urban migration underscores the need to address the emerging issue of urban poverty. The National Strategic Development Plan 2011-2030 (SDP) of Timor-Leste launched in 2011 stresses the need to diversify its economy through developing non-oil based economic sectors. The current economic structure with high level of reliance on petroleum sector and it's fund has led to the inability of Timorese economy to absorb young and local low skilled-labors; in particular, the rural population and women, which are considered as marginalized and least participating in the economic growth of the country. The SDP also prioritizes development of rural communities in which 70% of population resides. Timor-Leste has embraced the SDGs and aligned the National Indicators and priorities. UNDP plays an important role of advocacy and provides manful policy advice and technical assistance. Communicating results and the impact of our work is an integral part of engaging beneficiaries, stakeholders and donors. UNDP’s main goal is to help countries achieve the 2030 Agenda through partnering with governments, including ministries of planning and finance, and with law-making bodies, the civil society, the private sector, and citizens, among other key stakeholders. To implement the Country Office’s portfolio of ~$18 million in 2024 and an upward growth expected, the Procurement Specialist is needed to support the comprehensive procurement plans and implementation of programme activities thereby achieving the Country Office delivery targets. Supervision, induction and duty of care of UN Volunteers UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to: • Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment. • Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity; • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal; • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address. • Access to shared host entity corporate knowledge, training and learning; • Inclusion of the volunteer in emergency procedures such as evacuations in-accordance with the host entities policies. • Leave management; • DSA for official travel, when applicable; • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme.

Task description

Within the delegated authority and under the direct supervision of Procurement Unit Head, the overall guidance of the Operations Manager and in close coordination with Programme/Project Managers and Regional Procurement Advisors, the UN Volunteer will undertake the following tasks: • Conducting the full procurement process in Quantum and management in compliance with POPP • Correct advisory support to clients and management team required for procurement inline with POPP. • Consolidation, analysis and execution of procurement plans • Implementation of E-Sourcing, procurement planning tools and negotiation strategy • Support to large scale projects (such as Green Transformation Project) and facilitation through corporate tools and PSU (OP team). • Support to procurement oversight functions such as procurement review committees • Provide Logistical support which includes shipment and custom clearance related arrangements for the items procured. • Administrative support which includes Asset management and certification • Support business process improvements in Procurement such as establishment and monitoring of SOPs/LTA/Roster/Processes, Contract Management and vendor management. • Backstopping support on administration and travel unit • Facilitation of capacity building and knowledge sharing with staff, suppliers and clients • Reporting and analysis on procurement and administrative unit as assigned and requested. • Any other duties within the functional profile as deemed necessary for the efficient functioning of the Office and Organisation. 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. 12. Results/expected outputs As an active UNDP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions, including: 1. Provision of services in procurement processes and its management. o Coordinate proactively on facilitating or undertaking procurements with UNDP Country Office relevant staff, Procurement Support Units and relevant stakeholders. Support to UNDP Programme and Projects namely UNDP Projects on Elections Procurement, Access Project on procurement and instalment of Solar Water Pumps, Support the procurement processes for all major procurement tasks related to Green Climate Fund – Safeguarding Rural Communities Project, Other Infrastructure Projects and Health Procurement etc. o Support in finalizing and launching of RFQ, ITB and RFP tenders; o Acquire relevant approval from Procurement review committees (ACP, RACP and CAP); o Plan and strategize for type of procurement method to be used. 2. Implementation of E-Sourcing, procurement planning tools and sourcing strategy; o Review of Procurement Plans in Quantum, consolidate and analyse o Developing sourcing strategy for procurement plans and actual implementation 3. Logistical and Administrative Services; o Supporting logistics team on shipment, tax exemption and custom clearance processes; o Backstopping of Travel services as required o Management of UNDP Assets 4. LTA/Contract Management and vendor management o Monitoring LTA/Contract ceilings and expiry dates, o Coordinating with clients in regard to contract/LTA amendments o Conducting market research and training new suppliers, 5. Facilitation of knowledge building and knowledge sharing. o Organize trainings for procurement and project staff o Synthesis of lessons learnt and best practices in Procurement.