Malabo (Equatorial Guinea)
UNDP Equatorial Guinea’s current Programme runs from 2019 to 2023. Under the current Country Programme, UNDP supports the Government of Equatorial Guinea by means of two pillars: 1) Inclusive and sustainable development, and 2) Strengthen effective, accountable and inclusive Governance. Under the first pillar, UNDP supports the Government: i) to deliver integrated policy solutions that promote economic diversification, ii) to develop the national social protection system, iii) to fight against HIV/AIDS, and iv) to strengthen the country’s institutional capacity for the effective governance of the country’s biodiversity and the promotion of sustainable energy. Under the second pillar, UNDP supports focus on the enhancement of institutional capacity on; i) Human rights, rule of law, and anticorruption, ii) local development and inclusive growth, (iii) access to justice, and iv) increase of women participation in decision making and high-level positions within the Administration and in local governance.
During the year 2020, the UNDP Equatorial Guinea Country Office (CO) has successfully mobilized resources from various funding sources and has identified an urgent needs to strengthen the procurement capacity to be able to manage several new projects.
Under the overall guidance of Deputy Resident Representative, 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 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 Unit.
The Procurement Specialist supervises and leads the staff of the Procurement Unit. The Procurement Specialist works in close collaboration with Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.
The key results have an impact on the overall CO efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
Duties and Responsibilities
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
- 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; 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 designated in Atlas.
- 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 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.
Ability to make new and useful ideas work
Level 5: Creates new and relevant ideas and leads others to implement them
Ability to persuade others to follow
Level 5: Plans and acts transparently, actively works to remove barriers
Ability to improve performance and satisfaction
Level 5: Models high professional standards and motivates excellence in others
Ability to listen, adapt, persuade and transform
Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others
Ability to get things done while exercising good judgement
Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions
Purchase to Pay
Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
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.
Proficiency in English. Working knowledge of Spanish. Working knowledge of other UN language is an advantage.