Procurement Officer - Inclusive Politics (SC8)

The National Independent Electoral Commission (NIEC) of Somalia is established as a statutory body according to Article 111G of the Provisional Constitution of the Federal Republic of Somalia 2012. Recognizing the importance of building the capacity of the secretariat to effectively deliver on the statutory mandate of the Commission, the NIEC has prioritised equipping its personnel with the requisite expertise in electoral management. In this regard the United Nations Development Programme (UNDP) and the United Nations Assistance Mission in Somalia (UNSOM) jointly known as the UN Integrated Electoral Support Group (IESG) is committed to long-term electoral support and the NIEC’s capacity development through the electoral cycle in preparation of the planned universal suffrage envisaged in 2020.  Where in 2018, the main focus is on the development of the Electoral Law, in 2019 preparation for voter registration will constitute the first major operation for the NIEC leading up to the creation Somalia’s first comprehensive voter registry in decades and a key benchmark for Somalia ‘one person one vote’, multi-party and universal suffrage elections in 2020.

IESG is a fully integrated team, headed by a UNSOM Director/Chief Electoral Advisor and a UNDP Deputy Chief Electoral Advisor. IESG’s assistance will includes technical electoral advice, capacity development and support to electoral activities including operational support and procurement of goods and services. While UNSOM provides the majority of the IESG international and national advisors, within IESG, UNDP staff manages the donor basket fund through the MPTF under the lead of the Project Manager.

The Procurement Officer will take lead and oversee all procurement activities for electoral support under the Elections Project/ IESG.  He or She will ensure the compliance of UNDP, UNSOM and the NIEC/Government’s processes and procedures for all procurement related activities. All work will be undertaken in coordination with other IESG team members as well as in coordination with relevant UNDP CO and UNSOM colleagues, and the NIEC.

Under the overall guidance of the Chief Electoral Advisor, Deputy Chief Electoral Advisor and under the direct supervision of the project’s Operations Specialist, is responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Officer promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. The incumbent will promote a client-oriented approach consistent with UNDP rules and regulations.

Summary of Key Functions:

• Implementation of operational strategies;
• Management of procurement processes;
• Implementation of sourcing strategy and e-procurement tools;
• Facilitation of knowledge building and knowledge sharing.

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; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
• NIEC business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the NIEC Procurement Unit;
•  Analysis of requirements and synthesis of proposals for cost saving and reduction strategies;
• Synthesis of proposals and implementation of contract strategy in the project including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
• Implementation of the strategic procurement in the project including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Manages and guides procurement processes for the project and NIEC on achievement of the following results:

• Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation;
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems; vendors’ creation in Atlas.
• Presentation of researched information on procurement.
• Advise to NIEC for organization of procurement processes.

Ensures 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 e-procurement module.

Ensures proper control of CO Assets focusing on achievement of the following results:

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects

Ensures organization of logistical services focusing on achievement of the following results:

• Organization of events, workshops, conferences, training activities and manage travel arrangements.

Ensure facilitation of gender mainstreaming, and knowledge building and sharing;

• Organization of trainings for the NIEC and projects staff on Procurement;
• Synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.
• Actively promote within UNDP and with the IP women’s participation in electoral processes within dedicated scope of work
• Assesses the capacity of national counterparts, develop capacity building plans and implement them through mentoring, trainings and workshops.
• Promote a knowledge sharing and learning culture in the Country Office.

Impact of Results

The key results have an impact on the overall project and NIEC efficiency in procurement management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of project.

Corporate Competencies

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Functional Competencies:

• Building Strategic Partnerships
• Maintaining a network of contacts, information and databases
• Analyzes general information and selects materials in support of partnership building initiatives
• Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues;
• Establishes and nurtures positive communication with partners.
• Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
• Documents and analyses innovative strategies and new approaches;
• Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise

• Fundamental knowledge of processes, methods and procedures
• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

• Presentation of information on best practices in organizational change
• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

• Data gathering and implementation of management systems
• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

• Maintains effective client relationships
• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

• Gathering and disseminating information
• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

Development and Operational Effectiveness

• Ability to administer and execute administrative processes and transactions
• Ability to extract, interpret, analyze data and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work 
• Good knowledge of administrative rules and regulations
• Strong IT skills and knowledge of web-based systems
• Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management

• Focuses on results for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Education:          

• A first level university degree in Public or Business Administration, Finance and Accounting, Procurement or related fields with 2 years of relevant experience.

Experience:

• Administrative, programme/project or research experience is required, including in Procurement.
• Experience in the coordination, development and implementation of assistance programmes and projects in post-conflict contexts is desirable.
• Experience in the facilitation of recognized capacity building training courses is desirable
• Experience in the usage of computer software packages (MS Word, Excel, etc), and web-based management systems.
• Experience with the UN or any other international development organization is an asset.
• Knowledge of electoral processes and expertise in electoral support is an asset.

Language Requirements:              

• Fluency in English and Somali with good written and oral skills.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Qualified women are strongly encouraged to apply.