National Project Procurement & Operations Officer

Timor-Leste is a small half-island country, one of the top ten counties most vulnerable to climate change. Approximately 70% of Timor-Leste’s rural population (840,000 people) is highly susceptible to climate changes, particularly increasing rainfall variability and extreme weather events. Lives and livelihoods in the country's remote interior and coastal regions are highly exposed. Impacts of intensified extreme events include damage and degradation of decentralized small-scale critical infrastructure, particularly water supply and drainage structures, embankments, and feeder roads and bridges. Damages leave rural populations isolated, lacking essential services. According to climate change scenarios and risk models, occurrences of climate extremes and related damages will at least double towards mid-century. 

The project objective is to safeguard vulnerable communities and their physical assets from climate change-induced disasters. It aims to address existing institutional, financial, and legislative barriers, increasing the climate resilience of vulnerable small-scale rural infrastructure. Six municipalities, mainly Baucau, Ermera, Aileu, Viqueque Lautem, and Liquica, were selected for the project interventions.  The project has the below two interrelated outputs that aim to achieve the impact potential and create an enabling environment/condition for scaling up/replicating the impact beyond the immediate target areas. 

• Output 1: Climate risk information is developed, monitored, and integrated into policies, regulations, and institutions to inform climate-resilient small-scale rural infrastructure planning and management
• Output 2: Climate risk reduction and climate-proofing measures for small-scale rural infrastructure are implemented to build the resilience of vulnerable communities in six priority districts.

A. Manage procurement processes for goods and services according to the Procurement Plan, which includes: 

1. Ensure all necessary preparations for procurement are finalized, such as Terms of Reference for technical specifications of goods/services, Evaluation Criteria, Cost Estimates, Market Research, and Evaluation Panel set-up. 
2. Advertise Invitation for Bids/Quotations.
3. Prepare documents for the Evaluation Panel. 
4. Liaise with the procurement unit to support preparing bidding documents/requests for quotations and bids/quotation evaluation reports.
5. Review and certification of submissions to the Contract and Procurement Committee (CAP), Regional Committee on Procurement (RACP), and Advisory Committee on Procurement (ACP). 
6. Implement the internal control system that ensures purchase orders are duly prepared and dispatched, with timely corrective actions on POs with budget check errors and other problems. 
7. Monitor contract implementation, including issues of claims and disputes, compensation events, and so on.
8. Successful implementation of e-procurement, including e-tendering module.
9. Identify sources where potential suppliers can be reached, including using social media, industry forums, business directories, and networking events to expand the vendor pool and enhance procurement efficiency.

b.  Facilitate the procurement process for goods and services, including recruiting consultants and equipment (IT equipment, etc.). 

c. Maintain lists of the potential suppliers and performance of previous suppliers;

d. Liaise with Procurement Analyst/Officers in the UN organizations as needed; 
 e. Maintain a repository in UNDP SharePoint Drive for various Terms of References, Contracts, Reports, and other relevant documents for the Procurement processes, ensuring easy access, version control, and compliance with documentation standards.

f. Create, modify, and register the system's e-request, micro canvas, and receipts, ensuring accuracy, timely processing, and proper documentation for procurement and financial tracking.

g. Manage, track, and monitor the signed contracts, deadlines, and deliverables to ensure compliance, timely execution, and adherence to contractual obligations while coordinating with relevant stakeholders for any necessary amendments or extensions.

2. Grant Management & Partnership building

• Registration of new vendors and keeping the vendor list updated in the UNDP Quantum system to ensure accurate and efficient procurement processes. Additionally, vendor details are regularly verified to maintain compliance with UNDP standards.
• Review the detailed budget breakdowns of s and NGOs' proposals and provide valuable guidance and advice on revision.
• Monitor and manage proper utilization and reporting of transferred funds by implementing partner NGOs and CBOs.
• Maintain a list of potential local implementing partners (such as NGOs and CBOs) and regularly update, review, and recommend partnerships with potential partners. 
• Manage Micro-Grant Agreements signed by partner NGOs and CBOs and ensure MGAs are followed and implemented.
• Establish financial document control procedures for the Microgrant recipient NGOs and provide financial and technical support in managing funds.
• Review and compile financial reports on the award of grants to implementing partners (organizations such as NGOs and CBOs).
• Maintain liaison and draft necessary financial correspondence with local NGOs and CBOs to ensure funds are utilized efficiently per the approved annual work plans. 

3. Facilitation of knowledge-building and knowledge sharing

• Assist to Project staff on UNDP procurement rules and regulations ;
• Facilitate training for the Government of Timor-Leste personnel on procurement management by the project document and the NIM procedures;
• Participate in procurement training courses as necessary;
• Facilitate knowledge sharing and support partners in Project activities, especially related to procurement;
• Liaise with Greening the One UN campaign to ensure the Project adapts green guidelines for procurement.
• Monitor procurement processes to ensure compliance with UNDP policies, transparency, and value for money.
• Maintain and update procurement records, contracts, and vendor databases to streamline reporting and audit readiness.

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

4. Institutional Arrangement

• Under the direct supervision of the GCF Project Manager and Procurement Analyst, National Project Procurement and Operations Officer will actively support the GCF project and the UNDP Timor-Leste Country office in developing, managing, and implementing the project procurement plan according to the Project Document and Annual Work Plan and in close collaboration/coordination with UNDP programme and government counterparts.