Procurement Specialist - Governance- IPSA 10 (Home Based)

The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the Organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, sustainable and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).  

The Office of Procurement is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function.  OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP.   We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).     

The Office of Procurement, through its Governance Team, provides direct procurement services and advisory support to UNDP Country Offices and Programmes globally for the supply of a) Electoral materials and equipment, incl. biometric registration hardware and software, back-end solutions, data centers, etc; b) Civil Registry, Identity digital systems, Digital Transformation solutions; and c) overall technology-intensive solutions and risky/large ICT deliveries.

Under the guidance and direct supervision of the Procurement Specialist Team Lead, the Procurement Specialist is responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations, as well as technical requirements and needs from beneficiaries, and provides solutions to a wide spectrum of complex/urgent/sensitive procurement processes.

The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit and works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

1.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. ensures an effective internal control, and proper functioning of a client-oriented procurement management system. 
• Provide assessment, elaborate and implement sourcing strategies, especially under situations of urgency and/or high risk outlining corresponding risk mitigation measures, quality management, cost savings, legal considerations., payment conditions and customer relations.
• Elaboration/review of internal Standard Operating Procedures (SOPs) in Procurement, guidance documents, templates and tools. 
• Elaboration and implementation of cost saving and reduction strategies, promote and contribute to sustainable solutions and effective achievement of best value for money principle. 
• Review elaboration and implementation of contract strategy in the Team including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, quality assurance, performance measurement, customer relationship, risk assessment and management. 
• Participate in periodic meetings of the office and of the Unit in order to provide prompt and timely advice in the planning of resources and activities. 

2. Monitors and ensures efficient management of procurement processes in Electoral/ID environment and provision of advisory support. 

• Advise and implement PSU procurement methodology and strategy in relation to Electoral and Identity procurement requests. Conduct as relevant assessment of requirements and solutions, markets, constraints, and propose strategy in observance of best practices and UNDP regulations. 
• Provision of technical and analytical support in planning and budgeting, including analysis of options available, implications and cost/risks considerations. 
• Execution and monitoring of electoral/ID procurement processes. Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, evaluation of offers, negotiation conditions of contracts in full compliance with UNDP rules and regulations. Act where standards or regulations are not met. 
• Implementation of effective internal control and risk management ensuring timely corrective actions and problem shooting during procurement processes and contract implementation. 
• Review the solicitation documents, criteria for evaluation, specifications and evaluation reports, and participate in contractual negotiations for contracts of high value and complexity when required.
• Promote and supervise compliance with the regulations established by the Contracts, Assets and Procurement Committee (“CAP”) and the Advisory Committee on Procurement (“ACP”). 
• Acts as audit focal point for the Unit and ensure the implementation of recommendations from internal and external audits assuring that corrective measures are placed in practice, when necessary. 
• Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform. 
• Draft and issue contracts, Terms and Conditions and Schedules and ensure effective management of contracts to secure beneficial contractual arrangements for UNDP. 
• Provide consultation on ad hoc procurement processes to support business units as required. 

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. 
• Support and use of the e-procurement system, and upcoming corporate ERP system. 

4.Provides advice and ensures facilitation of knowledge building and knowledge sharing in the Team focusing on achievement of the following results:

• Organization of training for the team, and CO operations/ projects staff on Procurement.
•  Synthesis of lessons learned and best practices in Procurement. 
• Sound contributions to knowledge networks and communities of practice.
• Contribution to Procurement Interagency working group. 
• Organization of trainings for Govt. staff on Procurement as required

5.Sustainable Procurement: Support the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc.) and develop and apply a methodology to capture impact and effect of these initiatives.

6.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity and accountability of the office and facilitates subsequent action by the supervisor. Timely compilation and presentation of data and information allows proactive decision making leading to implementation of most suitable sourcing and procurement strategies and tools.

Institutional Arrangement

Supervisor: Procurement Specialist, UNDP OP/Governance Team

Cross-Functional and Technical