São Tomé (Sao Tome and Principe)
Duties and Responsibilities
- Implementation of the operational strategies
- Organizing procurement processes for the Financing Agreement and the closure of the consolidated grant
- Facilitation of knowledge building sharing in the CO
- Full compliance of procurement activities with UNDP rules, regulations, policies and strategies and implementation of the effective internal control.
- Support Procurement Supply chain management; warehousing, quantifications, logistics.
- CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
- Setting up Long Term Agreements, vendor data basis
- Support the CO in the implementation of the Audit for GF Grants
- Establishment a procurement plan based on the activities included in the Financing Agreement.
- Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of contracts in full compliance with UNDP rules and regulations.
- Support the Project Coordinator and the Ministry of Health in the setting up the ToRs and determine the technical specification for the activities planned in Financing Agreement.
- Preparation of Purchase orders and contracts in and outside Atlas and vendors’ creation in Atlas.
- Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), whenever applicable.
- 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.
- Research the local market and prepare list of providers ensuring best prices and best value for the purchased products
- Presentation of monthly and quarterly reports on procurement to the CO.
- Follow-up the application and timeline of signed contracts.
- Conduct the appropriate procurement archive of documents.
- Follows up procurement budget and permanently follows up international purchases
- Follows up construction projects and supports bidding process ensuring that UNDP rules are being constantly followed.
- Monitoring of contracts issued in the framework of the Financing Agreement.
- Support the supervisor in any other activities that he might request.
- Participation in trainings for the operations/ projects staff on Procurement.
- Synthesis of lessons learned and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.
- Provide capacity building in above mentioned in the procurement activities.
- Demonstrates integrity by modeling the UN’s values and ethical standards.
- Promotes the vision, mission, and strategic goals of UNDP.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Outstanding organizational skills, attention to detail and ability to work under pressure and manage project work with a high degree of accuracy.
- Willing and able to undertake other tasks as assigned by the project leadership.
- Shares knowledge and experience
- Encourages project staff to share knowledge and contribute to UNDP Practice Areas
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
- Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets
- Sound knowledge of financial rules and regulations
- Ability to provide input to business processes re-engineering, implementation of new system.
- Focuses on results for project activities
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change
- Responds positively to feedback and differing points of view
Required Skills and Experience
- 5 years of relevant administrative experience is required at the national level. Demonstrated Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems.
- A minimum of 5 years of experience in working with the Global Fund is desirable.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
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