Procurement Officer

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    3 months ago
  • Category:
    Procurement, Supply and Logistics
  • Deadline:
    19/02/2024

JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

1. Office/Unit/Project Description

The two-year conflict in Northern Ethiopia has triggered a major humanitarian crisis in Afar, Amhara and Tigray regions with profound adverse effects on Ethiopia’s ambitious economic and governance reforms. The conflict resulted from significant loss of lives; displacement of millions needing humanitarian assistance; and large-scale damage to infrastructure and services. On 2nd of November 2022, an agreement for lasting peace through a Permanent Cessation of Hostilities was signed between the Government of the Federal Democratic Republic of Ethiopia (GoE) and the TPLF. Led by the AU, the Peace Agreement has ended active combat in Northern Ethiopia and raised hope for a gradual restoration of services and humanitarian operations in the region. This wide-ranging agreement committed, among other things, to an immediate and permanent cessation of hostilities, the creation of an interim administration in Tigray region pending regional elections, disarmament, demobilization and reintegration (DDR) of ex-combatants (XCs), resumption of unhindered humanitarian access, the restoration of essential services, reintegration of internally displaced persons (IDPs) and returning refugees, transitional justice, social cohesion and reconciliation, and recovery and reconstruction. The peace agreement also paves the way for the restoration of peace, security, and stability in the Afar, Amhara and Tigray Regions.

It is in this context that UNDP has developed a ‘Peace Support Programme/Facility (PSP/F)’ nested within the Federal Government’s Resilient Recovery and Reconstruction Framework (3RF) but focused on urgent actions over a period of 24 months to stabilise conditions, restore a sense of normalcy, and deliver a first peace dividend to conflict-impacted populations.  The approach is to fill the gap that is likely to open between the urgency of addressing a wide range of priority needs quickly to consolidate peace and stabilise conditions and the time it will take for the larger, longer-term and more comprehensive 3R Framework to kick-in meaningfully, possibly in late-2024, at the earliest.  Moreover, the PSP/F is designed flexibly, so that it could potentially be scaled-up to become the foundation of a larger UN-wide effort in the same direction. In line with this approach, the PSP/F is being implemented already in Afar, Amhara and Tigray regions.

The strategic goal of the PSP/F is to contribute toward an irreversible peace process in Northern Ethiopia. This will be pursued through an actionable set of measures that can build trust between communities and legitimate Ethiopian authorities and lay the foundations for recovery, peacebuilding, and sustainable development, founded upon country leadership and ownership.

Working within the broader framework of 3RF, the PSP/F will focus on the following windows:

Window 1:  Local Governance, Human Rights and Social Cohesion

Window 2:  Basic Social Services (health, nutrition, education, WASH, protection)

Window 3:  Economic Revival (enterprises and agriculture, demining)

Window 4:  Demobilization and Reintegration of Ex-Combatants

Window 5:  Solutions to Internal Displacement

Geographic Focus:  Afar, Amhara and Tigray (Northern Ethiopia); Window 4 Demobilization and Reintegration of Ex-Combatants (8 regions)

Target conflict-impacted populations:  10 million

Accordingly, the incumbent will be responsible for the following tasks:
2. Scope of Work and responsibilities

2.1 Provides analytical inputs to 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; implementation of the effective internal control, analysis of parameters in support of 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 in coordination with peace support team in the field and CO.
  • Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the CO.
  • Elaborate/establish internal public sector procurement Standard Operating Procedures (SOPs), mapped PSP/F procurement business processes, and harmonized workflows within the Procurement unit.
  • Compliance with CO Procurement business processes and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Project Management Unit.

2.2 Supports management of procurement processes Peace support programme, focusing on achievement of the following results:

  • Analysis of information for preparation of procurement plans for the projects and monitoring of their implementation.
  • Implementation of proper monitoring and control of procurement processes 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 UNDP rules and regulation.
  • Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems.
  • Discuss procurement strategies and plans with projects and other Implementing partners and donors to ensure mutual alignment and compliance with each party’s rule and regulations.
  • Conceptualize, elaborate, and implement strategic procurement in the PSP/F including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contractor appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.
  • Management of procurement contracts and, upon delegation of responsibility, performance of buyer function in QUANTUM.

2.3 Ensures 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 criteria, quality and performance measurement mechanisms.
  • Implementation of e-procurement module

2.4 Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Participation in the organization of training for the operations/ projects staff and implementing partners on Procurement.
  • Synthesis of lessons learned and best practices in Procurement.

2.5 Perform other activities assigned by supervisor.

3. Institutional Arrangement

Under the direct supervision of the Deputy head for Peace Support Program, The Procurement Officer will ensure efficiency and integrity in procurement management of peace support program/ facility procurement. The Procurement Officer promotes a collaborative, client-focused, quality, strategic, and results oriented approach to all tasks; and works in close collaboration with Operations, Programme, and project teams in peace support team at country office and regional project office level as well as with vendors and implementing partners to successfully deliver procurement services, provide solutions to emerging procurement issues, and provide advisory support.

4. Competencies

Core

  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies

Procurement – Strategic Sourcing – Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement – Category Management – Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.
Procurement – Data Analysis – Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
Procurement – Stakeholder Management – Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
Business Direction & Strategy – System Thinking – Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business Management – Portfolio Management – Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.
Business Management – Risk Management – Ability to identify and organize action around mitigating and proactively managing risks.

Required Skills and Experience

Education

  • Advanced university degree (master’s degree or equivalent) in Procurement and Supply Chain Management, Business Administration, Public Administration, Economics, Finance, or related field is required, or
  • A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience

  • Zero years (with master’s degree) or 2 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
  • Experience in a crisis-post-crisis context is an advantage.
  • The post requires considerable experience of working under pressure and tight deadline.
  • Previous experience on projects funded by multiple donors is an advantage.
  • Experience of international procurement is desirable.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems is desired.
  • Familiarity with the UN in general and UNDP procedures in particular and/or previous experience with the UN is an asset.

Language 

  • Proficiency in English, both spoken and written.
Disclaimer
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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