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Procurement Specialist (Roster Recruitment)

Kuala Lumpur (Malaysia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kuala Lumpur (Malaysia)
  • Grade: P-3, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
  • Closing Date: 2019-12-16

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United Nations General Assembly Resolution 67/226 calls for more effective and cost-efficient support services in all programme countries by reducing the duplication of functions, and administrative and transaction costs through the consolidation of operational support services . In late 2017 as part of the Reform Agenda, the Secretary-General committed to the establishment of common back office functions for all United Nations country teams by 2022. UNDP has also subsequently reflected this as part of UNDP Strategic Plan 2018-2021 by committing to transform the organization into becoming the backbone of the United Nations Development System through the consolidation of support services to drive efficiency savings. 
In line with these objectives and building on recommendations from recent business process and audit reviews conducted by external firms and internal audit office respectively, the Executive Group, recommended to pursue the global clustering initiative across UNDP based on the clustering business case.
The global clustering business case recommends establishment of various units within the target operating model. The position of the Procurement Specialist is a key function contributing to the smooth implementation of the project.
Under the direct supervision and in close consultation with of the PSU Malaysia/Team Lead, the Procurement Specialist is responsible for effective delivery of procurement services to UNDP BUs globally in order to obtain the best value for money.  The Procurement Specialist manages the global procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the GSSU.
The Procurement Specialist supervises and leads the support and professional staff of the GSSU/Procurement. The Procurement Specialist works in close collaboration with the PSU Field Support Team, Regional Advisors, Operations, Programme and project teams in the BUs, UNDP HQs, Regional Bureaus and Governments to successfully deliver services.
The Procurement Specialist contributes to the review and development of the Standard Operating Procedures, supporting the corporate change in business model, during the global clustering of administrative support services in GSSU.  
In line with procurement clustering strategy approved, Procurement Specialist contributes in re-visioning and re-positioning procurement function in line with the main strategic Pillars:
Pillar 1: Digital Transformation: Reduce transaction costs through web-based procurement planning, e-tendering, launch of automated e-commerce platform.
Pillar 2: Specialization: Apply a strategic risk management approach for delivery of goods and services from complex thematic areas considered core to UNDP delivery.
Pillar 3: Clustered procurement support: Achieving efficiency gains and risk management through remote corporate procurement services from regional hubs.
Pillar 4: Embedded Regional Procurement Support: In partnership with the Regional Bureaus, strengthen CO-level procurement delivery through effective regional procurement advisory.
Pillar 5: Strengthening CO Procurement Capacity: UNDP will continue to roll out the Procurement Certification Roadmap in strategic partnership with CIPS.
Pillar 6: Oversight and Due Diligence: Strengthen risk management and oversight of internal procurement process, including due diligence measures and responsible sourcing initiatives.

Duties and Responsibilities

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;
  • GSSU procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the 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 GSSU 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 GSSU including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
Ensures efficient management of procurement processes for BUs, NEX/DEX projects, UN Agencies 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.
Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
  • Manage eCatalogue and establish the different types of Long-Term Agreements for various categories of goods and services based on the clients’ local, regional or global needs. 
  • 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.
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.



Core Competencies:
Level: Creates new and relevant ideas and leads others to implement them
  • Ability to make new and useful ideas work
Level: Plans and acts transparently, actively works to remove barriers
  • Ability to persuade others to follow
People Management
Level: Models high professional standards and motivates excellence in others
  • Ability to improve performance and satisfaction
Level: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others
  • Ability to listen, adapt, persuade and transform
Level: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions
  • Ability to get things done while exercising good judgement
Technical/Functional Competencies:
Level is applicable to all below competencies:
Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
  • Identifies and communicates relevant information for a variety of audiences for advocating GSSU’s mandate
Building Strategic Partnerships
  • Ability to engage with stakeholders and forge productive working relationships
Knowledge Management
  • Ability to efficiently handle and share information and knowledge


Required Skills and Experience

  • Advanced (Masters or equivalent) university degree in Business Administration, Public Administration, Economics, Engineering or related field. Those with professional procurement qualification from recognized internationally institutes is advantage;
  • Procurement Certification/Accreditation by a recognized professional body.
  • Minimum of 5 years professional experience, which includes international experience in public procurement;
  • Demonstrated ability to analyze and formulate corporate policies, procedures and business processes; 
  • Solid understanding of UNDP policies and procedures;
  • Working experience at a UNDP Country Office is required; 
  • In-depth knowledge of the ERP, Peoplesoft preferred. 
Language Requirements:
  • Strong written and spoken English language skills; 
  • Fluency in a second UN language is highly desirable.



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.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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