Procurement Specialist

After decades of intractable conflicts, Chad has made important strides towards sustainable peace and stability. However, recurrent violence involving armed forces and various rebel movements, as well as tensions over the legitimacy of the Government amidst electoral contestations, have hindered the country’s efforts in asserting state authority, enhancing control of its borders, building democratic institutions and in promoting the socio-economic development of its population.

There have been significant improvements in road, social and community infrastructures, but the predominance of the oil sector, amidst an undiversified economy, has resulted in an economy that is vulnerable to exogenous shocks and Chad is currently facing a severe economic crisis. The loss of oil proceeds, coupled with security expenditures to root out terrorism internally and in neighboring countries, as well as governance challenges, have negatively impacted the ability of the state to address its main development challenges as evidenced in Chad ranking 186 out of 188 countries in the 2016 Human Development Index (HDI).

The strategy of military diplomacy adopted by the Government through its leadership role in the fight against terrorism in the entire region has earned the country an international reputation of a key counterterrorism partner. However, this prominence tends to overshadow the country’s enduring precarious political and institutional situation. Protracted instability in Chad, and in neighboring countries, has resulted in recurrent humanitarian crisis. Large population movements into the country, internal displacements, food insecurity and malnutrition, cyclical natural disasters, health emergencies affecting the local population, refugees, and internally displaced people, exacerbate their vulnerability and affect their resilience.

The Chad CO is in the first year of implementing the new Country Programme (CP) 2017-2021, which aligns with the United Nations Development Assistance Framework (UNDAF) 2017-2021, and with Chad’s development priorities as set out in the National Development Plan 2017-2021 and the Vision 2030. The overarching objective of the Programme is to (i) improve inclusive growth, (ii) foster democratic governance and social cohesion, (iii) promote environmental sustainability and disaster risk reduction, and (iv) improve human capital. The CP seeks to support Chad to reduce inequalities and strengthen resilience to natural disasters and protracted humanitarian vulnerabilities, in line with the SDGs to Leave No One Behind.

Under the overall guidance of DCD (P/O), the Procurement Specialist is responsible for management of the CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money. The Procurement Specialist manages the CO procurement and General Services and provides solutions to a wide spectrum of complex issues related to procurement and General Services. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Specialist supervises and leads the staff of the Procurement and General Services Unit. The Procurement Specialist works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.

Summary of key functions:

• Elaboration and implementation of operational strategies
• Efficient management of procurement processes
• Elaboration, introduction and implementation of sourcing strategy and e-procurement tools
• Provision of General Administration services
• Facilitation of knowledge building and knowledge sharing

1. Ensures 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; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
• Elaboration and implementation of cost saving and reduction strategies.
• Conceptualization, elaboration and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Conceptualization, elaboration and implementation of strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

2.  Ensures efficient management of procurement processes for CO, NIM/DIM projects, UN House and at the request of other Agencies focusing on achievement of the following results:

• Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation.
• Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
• Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Management of procurement contracts and, upon delegation of responsibility, performance of the functions of Manager Level 2 in Atlas for Purchase orders approval.
• Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Supervision of preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
• Establishment and implementation of harmonized procurement services and elaboration of proposals on common services expansion in the UN House, introduction and management of joint procurement for the UN Agencies in line with the UN reform.

     3.    Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Management of the e-procurement system

4. Ensures provision of General Administration services:

• Full application of rules and procedures and adequate internal controls
• Quality, rapid and cost-effective provision services to the Country Office, projects and UN Agencies including procurement, travel, logistics, premises and ITC
• Adequately plans for disasters and recoveries through a BCP

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• 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.
• Sound contributions to knowledge networks and communities of practice.

Functional Competencies:

Building Strategic Partnerships

Level 2: Identifying and building partnerships

• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
• Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved

Promoting Organizational Learning and Knowledge Sharing

Level 2: Developing tools and mechanisms

• Makes the case for innovative ideas documenting successes and building them into the design of new approaches
• Identifies new approaches and strategies that promote the use of tools and mechanisms
• Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies

Job Knowledge/Technical Expertise

Level 2: In-depth knowledge of the subject-matter

• Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines
• Serves as internal consultant in the area of expertise and shares knowledge with staff
• Continues to seeks new and improved methods and systems for accomplishing the work of the unit
• Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 2: Assisting the individuals to cope with change

• Provides counseling and coaching to colleagues who are dealing with change Assists in the development of policies, communications, and change strategies
• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation

Design and Implementation of Management Systems

Level 2: Designing and implementing management system

• Makes recommendations regarding design or operation of systems or programmes within organizational units
• Identifies and recommends remedial measures to address problems in systems design or implementation

Client Orientation

Level 2: Contributing to positive outcomes for the client

• Anticipates client needs
• Works towards creating an enabling environment for a smooth relationship between the clients and service provider
• Demonstrates understanding of client’s perspective
• Keeps the client informed of problems or delays in the provision of services
• Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively
• Solicits feedback on service provision and quality

Promoting Accountability and Results-Based Management

Level 2: Input to the development of standards and policies

• Provides inputs to the development of organizational standards for accountability and results-based management

Core Competencies:

• Promoting ethics and integrity, creating organizational precedents
• Building support and political acumen
• Building staff competence,  creating an environment of creativity and innovation
• Building and promoting effective teams
• Creating and promoting enabling environment for open communication
• Creating an emotionally intelligent organization
• Leveraging conflict in the interests of UNDP & setting standards
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Fair and transparent  decision making; calculated risk-taking

Education

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience

• 5 years of relevant experience at the national or international level in procurement management.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems

Language Requirements

• Fluency in French
• Good knowledge of English