Duties and Responsibilities
Summary of key functions :
Inputs to elaboration and implementation of operational strategies
Management of procurement processes
Implementation of sourcing strategy and e-procurement tools
Facilitation of knowledge building and knowledge sharing
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 supervisor.
Analysis and proposals on cost saving and reduction strategies in the CO.
Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the CO.
2. Supports management of procurement processes for the Sub-office, NIM / DIM projects, and at the request of other Agencies operating in the northeastern region, focusing on achievement of the following results :
Analysis of information for preparation of procurement plans for the office and 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.
Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
Implementation of harmonized procurement services and elaboration of proposals / analysis of requirements on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.
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.
5. Ensures facilitation of knowledge building and knowledge sharing in the Sub-office focusing on achievement of the following results :
Participation in the organization of training for the operations / projects staff on Procurement.
Synthesis of lessons learned and best practices in Procurement.
Contributions to knowledge networks and communities of practice.
Impact of Results The key results have an impact on the overall Sub-office efficiency in procurement management and success in introduction and implementation of operational strategies.
Accurate, thoroughly researched information, timely and appropriate delivery of services ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
Functional Competencies : Building Strategic Partnerships
Level 1.2 : Maintaining a network of contacts
Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders
Promoting Organizational Learning and Knowledge Sharing
Level 1.2 : Basic research and analysis
Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
Documents and analyses innovative strategies and new approaches
Job Knowledge / Technical Expertise
Level 1.2 : Fundamental knowledge of own discipline
Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
Analyzes the requirements and synthesizes proposals
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.2 : Basic research and analysis
Researches and documents best practices’ in organizational change and development within and outside the UN system
Design and Implementation of Management Systems
Level 1.2 : Research and analysis and making recommendations on management systems
Maintains information / databases on system design features
Develops simple system components
Level 1.2 : Establishing effective client relationships
Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Actively supports the interests of the client by making choices and setting priorities to meet their needs
Promoting Accountability and Results-Based Management
Level 1.2 : Basic monitoring
Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units
Core Competencies :
Demonstrating / safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management / sharing is the responsibility of each staff member.
Informed and transparent decision making
UNDP Procurement Certification Programme
Required Skills and Experience
Education : Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience : Up to 2 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 Language Requirements : Fluency in written and spoken English as well as fluency in spoken Hausa are required.
The ability to communicate effectively in Kanuri is and asset.