Within the framework of the “Institutional Capacity Development for Implementation of the Kuwait National Development Plan (ICDI/KNDP)” project, UNDP and the State of Kuwait, represented by the General Secretariat of the Supreme Council of Planning and Development (GSSCPD), strive to enhance the human and institutional capacities at various government agencies to support them in implementation of the Kuwait National Development Plan (KNDP). This is achieved by providing them with necessary technical expertise that is responsive to their needs and demands in line with the KNDP.
Under the overall guidance of UNDP Programme Officer and UNDP Operations Manager, the Project Procurement Officer is responsible for the administration of the Procurement of the ICDI Project and other GSSCPD related projects and the effective delivery of procurement services to obtain the best value for money. The Project Procurement Officer administers the procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Project Procurement Officer promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
Duties and Responsibilities
UNDP and the GSSCPD are seeking to recruit a full-time procurement Officer to manage the procurement requirements of the project, in close collaboration with project counterparts and other institutes as appropriate.
Under the direct supervision of UNDP Operations Manager and in close coordination and collaboration with GSSCPD, Programme and Project team, the Procurement Officer will assume the following tasks:
Task 1: Elaboration and implementation of project procurement activities
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
- Prepare and draft the procurement documentation of the project including RFQ, RFP and ITB as well as micro purchasing and other direct sourcing when applicable
- Advise on project procurement activities and sourcing strategies that meet UNDP procurement principles and liaise with relevant corporate procurement entities for advice and follow up in coordination with CO
- Preparation of reports as requested on status of procurement activities
- Make presentations to national counterparts and other stakeholders on UNDP procurement process and status of specific procurement processes if needed
- Elaboration and implementation of cost saving and reduction strategies in project procurement.
- Implement contract strategy for the project 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.
- Conceptualize, elaborate and implement strategic procurement in the project including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
- Respond in a timely manner to any queries and provide any clarification or progress/status reports relevant to project procurement that may be requested by the project management team.
- Consult with programme analyst and project coordinator in the preparation of monthly progress reports for project procurement activities.
- Carry out any other tasks that might be required for the implementation of project procurement activities
Task 2: Efficient management of procurement processes for the project.
- Support the conduct market research to identify availability and potential local sourcing of planned procurement activities
- Identify risks and undertake mitigating actions in close cooperation with project team
- Conduct timely and proper preparation of procurement plans for the project, establish the deadlines and monitor of their implementation.
- Prepare and submit procurement cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) upon necessity.
- Conduct the end year closure activities.
Task 3: Elaboration, introduction and implementation of sourcing strategy and e-procurement tools
- Develop and manage rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
- Implementation of sourcing strategy and e-procurement tools for international tenders focusing on achievement of smooth implementation e-procurement processes and knowledge transfer to the office/project staff as well as pro-active work with supplier community for developing e-tendering knowledge usage/application skills
- Co-manage “Kuwait National Roster” including but not limited to the following:
- Establish and promote quality assurance standards for maintenance and inclusion to the rosters.
- Provide timely support to experts in the population of their profiles on the Kuwait National roster.
- Support the evaluation and selection processing of roster experts for the different specialized areas identified in the master list.
- Provide effective support for the maintenance for the roster.
- Support the predation of roster TORs.
- Facilitate knowledge building and knowledge sharing on the roster.
- Advertise roster profiles.
- and other tasks related to roster management.
- Provide administrative support for the establishment of “Kuwait National Roster”:
- Populate the master lists for the “Kuwait National Roster” roster.
- Support experts with population of profiles and related processes.
- Participate in candidate vetting.
- Create various databases and key files necessary for contracting all experts selected for inclusion in “Kuwait National Roster” of vetted experts.
- Procure/ recruit candidates from the roster
- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
- The Consultant will work under the direct supervision of Operations Manager. He/she needs to coordinate closely with the GSSCPD International Cooperation Department and the programme and project team.
- All payments subject to approval based on submitted certified and approved interim, draft and final reports (with relevant attachments) by GSSCPD and UNDP.These interim and final reports will serve as justification of payment.
- The Consultant will be provided with a working space in UNDP and GSSCPD along with access to printing machine and internet connection.
Duration of the Work
3 months from the date of signing the contract.
UNDP – Kuwait. Throughout the Contract Duration. The cost of the ticket should be included into financial proposal.
Scope of Price Proposal and Schedule of Payments
The financial proposal submitted shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. The financial proposal will include a breakdown of this lump sum amount (including travel, living allowance, and the number of anticipated working days).
Travel: All envisaged travel and other related costs must be included in the financial proposal.
In the case of unforeseeable travel, payment of travel costs including tickets, lodging, and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed
Total score=Technical Score + Financial Score.
Technical Criteria weight - 70%, 700 scores maximum
Financial Criteria weight - 30%. 300 scores maximum
Only candidates obtaining a minimum of 490 from 700 points in the Technical part of evaluation would be considered for the Financial Evaluation
The selection of candidates will be done in 3 stages:
1st stage: Prior to detailed evaluation, all applications will be thoroughly screened against eligibility criteria (minimum qualification requirements) as set in the TOR in order to determine whether they are compliant/non-compliant.
2nd stage: Evaluation of technical proposals
Short-listed candidates will be evaluated based on the following criteria.
3rd stage: Financial evaluation
Cumulative analysis will be used based on the following methodology: All the offers of individual consultants who scored 490 (70% from 700) and more points during the desk review are acceptable for financial evaluation. The lowest financial qualified proposal receives 300 points and all the other technically qualified proposals receive points in inverse proportion per the formula:
The candidate achieving the highest cumulative score for both Technical and Financial evaluations will be recommended by the Evaluation Committee for contracting.
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.
Applicants are requested to compile and submit as one PDF file the below requested documents:
Links for the documents to be submitted:
Template for Confirmation of Interest and Submission of Financial Proposal;http://www.kw.undp.org/content/dam/kuwait/documents/Procurmenet/Template%20for%20Confirmation%20of%20Interest%20and%20Submission%20of%20Financial%20Proposal.docx
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
- 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
- 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
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 ethics and integrity, creating organizational precedents
- Building support and political acumen
- Building staff competence, creating an environment of creativity and innovation
- Creating and promoting enabling environment for open communication
- 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
Required Skills and Experience
I. Academic Qualifications:
- Bachelors Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
- Certification in procurement, any level of CIPS certification is required.
II. Years of 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.
- Experience in working with government institutions in GCC countries/Arab region and UN, is an added advantage;
- Experience with and familiarization with UNDP rules and regulations.
- Experience with UNDP e-tendering platform and ATLAS contract management
III. Language Requirements:
- Fluency in English, Arabic is desirable
Estimated Duration to Complete
Payment schedule in percentage
Review and Approvals Required (Indicate designation of person who will review output and confirm acceptance)
Deliverable 1:Finalize Procurement Process for pending RFPs
-Monthly report on progress
After 4 weeks from start
Operations Manager/ Programme Analyst
Deliverable 2:Monthly Progress Report on Activities to Implement Procurement Plan for 2019/2020
After 8 weeks from start
Operations Manager/ Programme Analyst
Deliverable 3:Final Progress report
After 12 weeks from start
Operations Manager/ Programme Analyst