Procurement Specialist Full-Time

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Office/Unit/Project Description

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP Mozambique Country Office (CO) is part of the United Nations system working to support the country’s development agenda. Its overall aim is to ensure that people attain a better standard of living through sustainable development. Relations between the Government of Mozambique and the United Nations system were formalized on 1976.

The Work Of UNDP In The Country Is Guided By The United Nations Sustainable Development Cooperation Framework (UNSDCF) For The Period 2022-2026 And Its Country Programme Document 2022-2026 (CPD), And Focuses On:

• Human development;
• Economic diversification and sustainable livelihoods;
• Climate resilience and sustainable use of natural resources;
• Peace building, human rights and inclusive governance.

Mozambique’s northernmost province of Cabo Delgado has faced issues of exclusion and marginalization historically. Nowadays, Cabo Delgado Province ranks 11th out of the country’s 11 provinces on the Human Development Index (HDI), making it the worst performing province in terms of multidimensional poverty. The province, however, has the second largest proven and commercially viable natural gas fields in Africa. Gas extraction was expected to start in 2023, with expectations to boost Mozambique’s GDP. However, the situation in Cabo Delgado Province rapidly deteriorated in 2020, against the backdrop of an escalating violent insurgency by non-state armed groups, compounded by a fragile situation of chronic underdevelopment, consecutive climatic shocks. As of March 2021, over 670,000 internally displaced people are partially located in relocation camps and informally hosted by communities across the Provinces of Cabo Delgado, Nampula and Niassa.

Under the direct supervision of the Sub Office Operations Manager and the secondary (technical) supervision of the CO Head of Procurement Unit, the Procurement Specialist, Pemba Sub-Office is responsible for the effective delivery of procurement services for all UNDP programming in the north and central provinces, as managed by the Pemba sub-office, in order to obtain the best value for money. The Procurement Specialist manages the procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in all tasks. The Procurement Specialist works in close collaboration with the Operations, Programme and project teams in the Maputo office and UNDP HQs staff, as relevant, as well as with Government officials, to successfully deliver procurement services. Procurement Specialist will work under the overall guidance of the Head of the Sub Office and the direct supervision of the Pemba Sub Office Operations Manager.

Scope Of Work

The key results have an impact on the overall Sub-Office efficiency in procurement management and in the successful establishment and implementation of operational strategies, including in support to programmes. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement, ensuring client satisfaction and overall timely delivery of UNDP programmes and projects.

• 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; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
• Managed sub office Programme Procurement business processes mapping and elaboration/ensure compliance with Procurement Unit internal Standard Operating Procedures (SOPs) and harmonization of the workflows in the sub-office;
• Elaboration and implementation of cost saving and reduction strategies;
• Conceptualization, elaboration, and implementation of contract strategy in the sub-office including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
• Conceptualization, elaboration and implementation of strategic procurement in the sub-office including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement;
• Ensures efficient management of procurement processes for all Stabilization Programmes and projects, SO Premises and at the request of other Agencies focusing on achievement of the following results;
• Timely and proper preparation of procurement plans for the Stabilization programme, establishment of the deadlines and monitoring of their implementation;
• Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
• Management of procurement contracts and, upon delegation of responsibility, performance of the functions of Manager Level 1 in Quantum;
• Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
• 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;
• Management of the e-procurement system on areas related to his/her cases;
• Ensures facilitation of knowledge building and knowledge sharing in the sub-office and CO focusing on achievement of the following results;
• Organization of training in coordination with the HoP to harmonize the training plan of the Pemba Sub office for the operations/ projects staff on Procurement including the Procurement Associates/Analyst and Engineers;
• Organization of trainings for Govt. staff on Procurement as required;
• Synthesis of lessons learned and best practices in Procurement in coordination with the HOP.

Institutional Arrangement

• Procurement Specialist will work under the overall guidance of the Head of the Sub Office, the direct supervision of the Pemba Sub Office Operations Manager and the secondary (technical) supervision of the CO Head of Procurement Unit.

Competencies

Core Competencies

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact;
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems;
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences;
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands;
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results;
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration;
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity.

Cross-Functional & Technical Competencies

Business Direction & Strategy

• Strategic 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 alerting one element can impact another part of the system.

Business Management

• Procurement Management
  • Ability to acquire goods, services or works from an outside external source.
• Strategic Sourcing
  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations.
• Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy.
  • Look for ways to add value beyond clients’ immediate requests.
  • Ability to anticipate client’s upcoming needs and concerns.
• Contract Management
  • Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations;
  • Experience in procuring and managing Individual Consultant Contracts and Human Resource consulting Services Firm.

Business Development

• Knowledge Generation
  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Minimum Education Requirements

• Advanced university degree (Master’s degree or equivalent) in Business Administration, Public Administration, Social Sciences or other related areas is required; Or
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with 2 additional years of experience in procurement will be given due consideration in lieu of the advanced university degree;
• CIPS level 4 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Minimum Years Of Relevant Work Experience

• Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of professional experience at the national or international level in procurement management is required.

Required Skills

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems like ERP.
• Experience working in crisis settings/stabilization programme is required.

Desired experience in addition to the competencies covered in the competencies section:

• Procurement experience in Crisis or Stabilization or Recovery context is desirable;
• Sound background of UNDP procurement UNDP rules and regulations is an asset;
• Experience with Audit requirements as per UNDP POPP is highly desirable;
• Experience in Quantum and UNall – ACP, UNDP platforms is a distinct advantage;
• At least 2 years of experience in managing procurement in fragile and post-conflict setting in Africa is highly desirable;
• Proven experience in leading complex procurement in stabilization context is an asset.

Required Language(s)

• Proficiency in written and spoken English is mandatory;
• Working level of Portuguese is desirable.

Professional Certificates

• CIPS4

Disclaimer

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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