Procurement Specialist Vendor Management

As part of the Strategy & Policy Support Unit - under the supervision of the Senior Advisor, Strategy & Policy Support, plays an integral part in formulating UNDP’s procurement policy and strategy development and implementation processes, ensuring lessons learned from sanctioning and prevention activities are incorporated into the overall  direction and parameters within which UNDP procurement takes place.  He/she will work in close collaboration with colleagues from all other PSO units as well as LSO, OFRM and the investigations section of OAI, as well as the Regional Bureaus to stay abreast of integrity and risk management provisions are adequately integrated into the procurement practice in UNDP business units and monitor the application of current guidelines and sanctions.

The Vendor Management Specialist will work with the Senior Advisor in the drafting and validation of policies; responding to specific requests from support, and based on his or her firsthand knowledge of procurement activities across the organization, forecast needs for PSO support by COs. He or she will work in close collaboration with counterparts in other UN agencies.

• Efficient administration of vendor management procedures, tools and systems in UNDP;
• Adequate vendor sanction management, as Secretary to the Vendor Review Committee (VRC);
• Effective management of vendor relationships; and
• Facilitation of knowledge building and knowledge sharing.

Ensures efficient administration of vendor management procedures, tools and system in UNDP focusing on achieving the following results:

• Effective management of current system and procedures for vendor information entry in Atlas; 
• Prepare and conduct, from time to time or as the need arise, surveys among practitioners regarding their concerns and feedback on the vendor registration system in Atlas; 
• Explore the option of optimizing/offshoring vendor management function; 
• Efficient support to Senior Procurement Advisor in reviewing and analysing claims of vendors; advisory opinion rendered or final recommendation made on the vendor claim, in consultation with the Legal Support Office (LSO), as appropriate; 
• Maintenance of UNDP’s Suspension List; monitoring of UN’s Consolidated List of Individuals and Entities with Association to Terrorist organizations and its dissemination to UNDP business units; 
• Update of the risk management strategy/policy for handling and sourcing vendors, including NGOs or other types of grantees; 
• Effective maintenance of the vendor management system that reflects the appropriate treatment of sanctioned vendors in accordance with the vendor sanction policy of UNDP; 
• Assist in the formulation and drafting of any policy guidance and write-up related to vendor management; 
• Collaborate with OAI and OFRM in the formulation of anti-fraud and anti-corruption policies, and 
• Other relevant tasks that may be required.

Ensures adequate vendor sanction management, as Secretary to the Vendor Review Committee (VRC) focusing on achieving the following results:

• Efficient review of all vendor submissions to VRC; 
• Request for additional information on any and all submissions to VRC; 
• Channel all communications among all concerned parties, draft all notices and minutes and ensure that the submissions of other parties relevant to the matter are distributed to the Vendor(s), the members of VRC, and any advisors; 
• Preparation and keeping records of all VRC proceedings and meetings; 
• Presentation of any requests for interim suspension, re-opening, exigency, exceptions, reinstatement, or settlement to VRC; 
• Channeling all communications and requests between VRC and the Ineligibility List Administrator; 
• Keeping abreast of any and all updates to the Ineligibility List and ensure that PSO/BoM is monitoring UNDP’s adherence to the Ineligibility List; 
• Answering any consultations that other units may have on Sanctions Procedures; 
• Keeping minutes of VRC meetings and submitting to the Chairperson; Notify the Chairperson of the VRC of any Conflict of Interest that VRC Members may have regarding specific proceedings, pursuant to the Sanctions Procedures; 
• Ensuring that the data provided by Vendors, as well as the privileged information generated pursuant to VRC functions is fully and adequately protected, pursuant to UNDP Data Protection policies and procedures; 
• • Performing other functions as may be approved by the Chairperson or the CPO; 
• Organizing training and workshops on Vendor Sanction procedures in UNDP; 
• Generate documentation and strategies for the purpose of settling claims or ensuring asset recovery from national authorities;
• Disseminate relevant vendor sanction reports to procurement practitioners in UNDP; and 
• Sharing relevant information with the HLCM Inter-Agency Working Groups.

Ensures effective management of vendor relationships focusing on achieving the following results:

• Support to the Senior Procurement Advisor in the area of coordination of PSO participation in business seminars and information meetings organized by UN missions and other groups, including one-on-one meeting with vendors on how to do business with UNDP; 
• Serving as focal point for United Nations Global Marketplace (UNGM); 
• Support vendors for UNGM Vendor Registration process; and
• Actively participate in meetings with vendors and donors when necessary.

Ensures effective management of vendor relationships focusing on achieving the following results:

• Support to the Senior Procurement Advisor in the area of coordination of PSO participation in business seminars and information meetings organized by UN missions and other groups, including one-on-one meeting with vendors on how to do business with UNDP; 
• Serving as focal point for United Nations Global Marketplace (UNGM); 
• Support vendors for UNGM Vendor Registration process; and
• Actively participate in meetings with vendors and donors when necessary
• Ensures facilitation of knowledge building and knowledge sharing in UNDP focusing on achievement of the following results:
• Organization of training for the operations/ projects staff on vendor management in general but focusing on vendor sanction procedures; 
• Organization of trainings for staff of other UN Agencies on vendors as required; 
• Synthesis of lessons learned and best practices; and
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

• The key results have a critical impact on how UNDP is perceived by the international business community and donor governments based on the transparency of its procurement process and as a proper steward of public funds. Concerns over transparency can undermine the reputation of UNDP, thereby discouraging potential vendors from bidding on contracts, weakening UNDP’s supply base and adversely affecting UNDP programme performance.
• Efficient vendor management processes can mitigate risk in the selection of vendors and grantees. The information provided to procurement practitioners in UNDP business units can facilitate effective decision- making and help ensure better procurement processes and programme outcomes.

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.

Behavioral

• Strong interpersonal, team-based and presentational skills in a multi-cultural, multi-disciplinary and multi-sectoral environment;
• Strong negotiating and advisory capabilities;
• Strong networking skills to ensure effective collaborative relationships across the spectrum of internal and external stakeholders.

Corporate Competencies:

• Demonstrates commitment and integrity in line with UN values and ethical standards;
• Promotes the vision and mission of UNDP;
• Displays cultural, gender, religious, ethnic, nationality and age sensitivity and adaptability.

Functional Competencies:

Building Strategic 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

• 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

• 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

• 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

• 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

• 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

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

Educations:

• An advance university degree (Master Degree or equivalent) in Business Administration, Supply Chain Management, Master’s degree in Law (LLM) or Public Administration (MPA) or related field.  

Experience:

• Specialized procurement certifications (e.g. MCIPS level) is an advantage.
• 5 years of relevant experience at the national or international level in procurement management with direct experience in vendor management and integrity mechanisms;

Language: 

• English. Other official language in French or Spanish will be desirable.
• Proficiency in English. Conversational fluency and strong writing skills in English is required.

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning