Procurement Specialist (Internal Vacancy)

UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

The South East Asia and Pacific Multi Country Office (SEAMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. SEAMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across  North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines.  SEAMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine SEAMCOs: SEMCO Thailand, SEAMCO Indonesia,  SEAMCO Pacific Operations Cluster, SEAMCO Papua New Guinea, SEAMCO China, SEAMCO Vietnam, SEAMCO Lao PDR, SEAMCO Philippines and SEAMCO Cambodia.

In 2022, the UNOPS SEAMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.  

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself. 

Operational Context

Under the guidance and direct supervision of the Procurement Senior Manager, the Procurement Specialist is responsible for the development and implementation of strategic and effective procurement services reflecting international public procurement best practices, compliance with UNOPS procurement policy, rules, regulations and procedures, ensuring appropriate risk management and obtaining the best value for money for the acquisition of goods, services and the contracting of works. 

He/she analyzes and interprets the respective rules and regulations and provides advice and solutions to a wide spectrum of complex issues related to procurement. The role requires a deep understanding of procurement policy and processes and the Procurement Specialist should be able to apply them to the appropriate situations.

The Procurement Specialist contributes to business development efforts by providing briefing materials and participating in business development meetings includinging meetings with potential clients.

Maintaining the highest degree of personal and professional ethics, the Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the SEAMCO.  

The Procurement Specialist works in close collaboration with the programme/project colleagues within the assigned portfolio in SEAMCO and with UNOPS HQ personnel, particularly with the Procurement Group (PG), as well as Government officials, to successfully deliver procurement services.

Summary of Key Functions  

1. Development and Implementation of  procurement strategies 

2. Management of procurement processes

3. Implementation of sourcing strategy and e-procurement tools

4. Facilitation of knowledge building and knowledge sharing

5. Team Management

Duties and Responsibilities 

Under the general guidance and supervision of the Procurement Senior Manager, the incumbent responsibilities include the following: 

• Appropriate application of UNOPS procurement governance framework (rules, regulations, policies and tools) in SEAMCO and Project operations.

• Provision of supply-market intelligence and analysis. 

• Procurement strategies, approaches and plans designed and implemented according to cost reduction and saving strategies, applying:

• Oversight and supervision of the implementation and results of strategic and routine procurement work plans in SEAMCO, covering Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management.

• Sustainability embedded in the procurement process.

• Appropriate procurement modalities and instruments applied (e-sourcing, procurement and Rosters of Suppliers) based on individual case requirements, utilizing expert knowledge of procurement policies and instruments.

• Creation, implementation and oversight of proper monitoring and control of procurement processes in SEAMCO and projects 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 UNOPS Procurement rules and regulations. 

• Review and pre-clearance of solicitation documents, requests for awards and submissions to Contract and Property Committees (CPCs) for quality assurance purposes.

• Procurement contracts and contractors optimally managed through supplier and contract performance management against agreed benchmarks and through agreed reporting mechanisms.

• Implementation of Internal control system.

• Elaboration of comments regarding project audit reports of the SEAMCO’s, when necessary.

• Creation, development and management of rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.

• Ensures that the e-sourcing tools are used in accordance with PG goals and standards in this area.

• Lead and manage the personnel in the assigned section/team within the Procurement business stream 

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.

• Provide oversight, ensuring compliance by team members with existing policies and best practices.

• Organize, facilitate and/or deliver training and learning initiatives for SEAMCO personnel on Procurement-related topics.

• Lead and conduct initiatives on capacity development and knowledge building for procurement personnel, including network development, plans, learning plans and activities, procurement practice information and best practice benchmarking.

• Oversee team’s contributions to Procurement knowledge networks and communities of practice including collaborative synthesis of lessons learnt and dissemination of best practices in procurement management.

• Guide team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

Impact of Results 

The effective and successful achievement of results by the Procurement Specialist directly affects the overall efficiency of the region and specific project initiatives, in regards to procurement management, impacting the timely and effective implementation of the respective programmes and the SEAMCO’s operations.  Timely, market-aware, and accountable delivery of services, ensures SEAMCO performance, efficiency and client satisfaction, which promote the image and credibility of the team and SEAMCO as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the given geographical area.

Education: 

• Advanced Degree preferably in Procurement and/or Supply Chain Management, Law, Humanities, Commerce, Business Administration, Public Administration, Finance, Economics or related field.

• A First University degree in combination with additional (2) years’ qualifying experience, may be accepted in lieu of the advanced university degree.

• Equivalent certification in Supply  Chain Management, Procurement and Supply, Logistics or similar field in combination of qualifying experience may be accepted in lieu of an advanced university degree.

• Knowledge of UN/ /UNOPS Procurement Rules and Regulations is a distinct advantage.

Experience: 

• A minimum of five (5) years’ experience in executing procurement processes is required in combination with a relevant advanced university degree or its equivalent  

• Experience in the international context (working in an international organization, working as an international personnel, etc) is required

• Experience working in South East Asia and/or the Pacific countries is a distinct advantage

• Personnel supervisory experience in procurement is required

• Experience in the Procurement field in the UN Common system is a distinct advantage.

• Experience in the usage of computers and office software packages (G Suite application).

Language Requirements:

• Full working knowledge of English is required

[Instructions: Please delete this paragraph and insert relevant information below:

1. Contract type: International Individual Contractor Agreement (IICA)
2. Contract level: IICA 2
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.