Procurement Specialist
Port Louis
- Organization: UNDP - United Nations Development Programme
- Location: Port Louis
- Grade: Level not specified - Level not specified
-
Occupational Groups:
- Procurement
- Closing Date: Closed
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
UNDP is striving to ensure its procurement functions 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 stage, 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.
UNDP Country Office in Mauritius and Seychelles partners with both countries in inclusive development, environment protection, digitalization, E-health, climate change adaptation and disaster risk management. Capacity building for the public sector and gender mainstreaming will remain key areas of intervention.
As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multi-sectoral health projects while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time.
A number of key results have been achieved and UNDP intends to build on lessons learnt over last years of the Country Programme to leverage partnerships and networks and bring to scale ongoing programmes and projects. A robust and responsive operations team including the procurement functions is critical to the realization of this strategy.
Under the overall guidance of the Resident Representative and direct supervision of the International Operations Manager, the Procurement Specialist is responsible for management of the Country Office Procurement Unit, effective delivery of procurement services in order to obtain the best value for money. The Procurement Specialist manages the CO procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. The Procurement Specialist supervises and leads staff of the Procurement Unit.
The Procurement Specialist works in close collaboration with Operations, Programme and project teams in the CO, UNDP HQs staff, Government officials and vendors to exchange information, resolve complex procurement-related issues in order to successfully deliver procurement services.
Summary of Key Functions
- Elaboration and implementation of operational strategies.
- Elaboration of innovative procurement strategies.
- Efficient management of procurement processes.
- Elaboration, introduction and implementation of sourcing strategy and e-procurement tools.
- Facilitation of knowledge building and knowledge sharing.
a) Provides analytical inputs to 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, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
- MCO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit in coordination with the supervisor;
- Analysis and proposals on cost-saving and reduction strategies in the Multi Country Office (MCO);
- Analysis and proposals on the elaboration of contract strategy, sourcing strategy, quality management, supplier selection, and improvement of procurement processes in the MCO.
- Identifies areas for analysis and opportunities to support health infrastructure works procurement and complete reporting requirements;
- Participates in meetings with suppliers/other procurement partners as delegated.
- Manage, oversee and supervise the supply chain management activities and the team directly responsible for supply chain management of the Global Fund grants in Sudan;
- Analysis of information for preparation of procurement plans for the office and projects and monitoring of their implementation;
- Implementation of proper monitoring and control of procurement processes including preparation/organization of RFQ, ITB, or RFP, receipt of quotations, bids or proposals, their evaluation, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
- Preparation and organization of submissions to the Contract, Asset and Procurement Committee (CAP) and Regional/Advisory Committee on Procurement (R/ACP);
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems;
- Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
d) Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- Development of LTAs in line with assessment of needs, technical inputs and operational strategy of the Unit;
- Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
- Management of e-procurement module.
e) Ensures facilitation of knowledge building and knowledge sharing in the MCO focusing on achievement of the following results:
- Participation in the organization of training for the operations/ projects staff on Procurement;
- Organization of trainings for Govt. staff on Procurement as required;
- Synthesis of lessons learned and best practices in Procurement;
- Contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Impact of Results
The key results have an impact on the overall Unit efficiency in procurement management and success in introduction and implementation of operational strategies; Strategic Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services, ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
The Procurement Specialist works in close collaboration with Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.
Competencies
Core Competencies
- 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.
Functional/Technical competencies
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 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.
Business Management
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
- Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, Development/ Post-Crisis Recovery Studies or related fields is required.
- A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- Minimum 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience at the national or international level in procurement, contract management or project management is required.
- Experience in public procurement, public tender evaluation and assets management is required;
- Demonstrated vast experience working with an international organization in procurement and supply chain management is required;
- Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.
- Work experience with developing countries is highly desirable;
- Relevant Procurement experience/knowledge related to one or more of the UNDP Practice areas (such as Democratic Governance/Elections, Health- related projects, Crisis prevention and recovery, Energy and Environment) will be an added advantage;
- Proven ability to effectively coordinate a large, multi-stakeholder project;
- Experience developing standard operating procedures (SOPs) for procurement and asset management is desired;
- Demonstrated experience of UN/UNDP/international organization’s procurement policies and procedures is highly desirable;
- Experience with Audit requirement is highly desirable;
- Experience in handling procurement in a SIDS Context is an asset;
- Knowledge and experience in UNDP’s ERP (Quantum) will be a definite advantage.
- Fluency in English (spoken and written) is required.
- Knowledge of French is desired.
- Procurement Certification CIPS Level 4 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Non-discrimination