Procurement Advisor

Reporting to the Head of Support Services, the Procurement 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 

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, and policies and ensure proper design and functioning of a client-oriented procurement management system.

• Implement a harmonized approach to procurement across PSC programmes

• Define and promote standardized practices and procedures on procurement 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 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 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 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/ Management of sourcing strategy and procurement tracking 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 

• 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 Oversee and provide strategic guidance on 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 analyze 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

Education

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

• 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.