Background
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The Revitalized Agreement for the Resolution of Conflict in South Sudan (R-ARCSS) signed in September 2018 and the subsequent formation of a Revitalized Transitional Government of National Unity (R-TGoNU) in February 2020 ended several years of civil war in South Sudan. One of the key benchmarks in the Agreement is the conduct of elections. In August 2022 the Roadmap to the Agreement extended the transitional period and stipulated elections be held in December 2024. These elections will be South Sudan’s first elections as a sovereign state. A United Nations electoral Needs Assessment Mission (NAM) was deployed to the country in May 2021 and a Trilateral team, composed of AUMISS, IGAD and the UN, conducted a needs assessment and evaluation of the electoral and permanent constitution making processes in 2022. In January 2023 the Government of South Sudan formally requested the United Nations to provide electoral assistance recognizing the need to begin planning and preparations for the elections, including establishing the legal framework, reconstitution of the National Elections Commission (NEC), working with political parties, civil society and the media raising public awareness and creating conditions for inclusive participation of citizens.
A UN Integrated Electoral Assistance Team (IEAT) has been established led by the United Nations Mission in South Sudan (UNMISS) and UNDP as part of the IEAT has set up the South Sudan Electoral Support ( SESS) project. Against this background UNDP South Sudan is seeking to engage the services of an electoral Procurement Specialist to support the capacity development and institution building of the NEC as well as support the UNDP SSES project to undertake complex international procurement actions.
Position Purpose
Under the overall guidance and supervision of the Project Manager, and in close coordination with the Chief Technical Advisor, SESS project, IEAT, the Procurement Specialist will be responsible to support the procurement activities of the project. The key results have an impact on the overall unit’s efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensures client satisfaction and overall timely delivery of project.
Summary of key functions:
- Elaboration and implementation of procurement strategies, including sourcing strategies and e-procurement tools and procurement plans. Support to the development of the EMB procurement capacity
- Overall management of, and guidance to, procurement processes and practitioners
- Advisory and functional support to project implementation and timely delivery of project outputs
- Demonstration and facilitation of learning, training, knowledge building and sharing
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration
Duties and Responsibilities
Ensures elaboration and implementation of operational strategies focusing on achievement of 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.
- Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
- Elaboration and implementation of cost saving and cost reduction strategies.
- Implementation of a well-functioning strategic procurement processes, from sourcing strategy, tendering, supplier selection and evaluation, quality management, customer relationship management, to performance measurement.
- Implements and guidance to, contracts management and administration strategy within the project, constantly guided by legal framework of the organization and assessing/minimizing all forms of risks in procurement.
- Evaluate offers and make recommendations for the finalization of purchases and the award of contracts; analyze and evaluate commodity tender results.
- Supports the EMB in developing its procurement department technical capacity.
- Support designing training modules for the EMB’s procurement department.
- Managing reporting requirements to Project Management on delivery of procurement services.
- Participate in project meetings in order to provide prompt and timely advice in the planning of resources and activities.
Ensures efficient management of procurement processes for the clients focusing on achievement of the following results:
- Timely and proper preparation of procurement plans for the project, establishment of the deadlines and monitoring of their implementation. Act as the client’s focal point on procurement plans, coordinate workload among project teams, work closely with client to develop the best souring strategies and in line with the procurement plans and ensures best interest of UNDP.
- 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.
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- Develops tools, mechanisms, internal systems and instruments to facilitate the timely preparation of procurement plans, bidding documents, evaluation templates, and other necessary guides and controls for streamlining processes and reducing transaction costs.
- Undertakes various stages of procurement, from writing/organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, evaluation, and negotiation of certain contracts.
- Establishment of necessary monitoring system and mechanisms to eliminate deficiencies and/or minimize risks in procurement.
- Submits cases to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RCAP).
- Proactive Management of procurement contracts and Quantum related processes.
Provides advice and support on the following:
- To ensure best value for money, minimize and manage procurement risks associated with large volume of procurement, an efficient procurement process to ensure speedy delivery while ensuring compliance with best procurement practices and UNDP procurement rules and procedures.
- To promoting efficiency and effectiveness of UNDP procurement services, as a means of supporting partnerships and resource mobilization at the proper venue and at the proper opportunity.
Demonstration and facilitation of learning, knowledge building and knowledge sharing within the Project focusing on achievement of the following:
- Organization of training for the relevant project staff on Procurement processes, best practices, coordinate clients training and capacity building in procurement and contract management.
- Organization of trainings for the national counterpart on procurement
- Liaises, relates to and networks with UNDP CO/HQ, other country offices and procurement practitioners in the UN system for productive exchanges of learning, knowledge and experiences.
- Synthesizes learning experiences by adopting innovations and best practices derived from lessons learnt over the course of performing procurement functions; and
- Provides sound contributions to knowledge networks and communities of practice.
- Review procurement cases before submitted to CO to ensure quality check, value for money, and consistency and increase the quality assurances for project. Develop checklists and training materials to support the continues monitoring of project quality assurances.
- Prepares reports on various procurement status/activities, as and when requested for the senior management.
- Assists the Project/CO in responding to internal and external audit needs, queries, reviews and meetings.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: Responsible for supervision and performance management of Procurement Analysts and support staff in Procurement Unit.
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 and Technical Competencies:
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 programs 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
Ethics – UN policy knowledge – ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
Procurement – Procurement Management: The ability to acquire goods, services or works from an outside external source.
Procurement – Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement – Supplier/Relationship Management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement – Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Required Skills and Experience
Education:
- Advanced university degree (master’s degree or equivalent) in Business Administration, Procurement, Logistics, Supply Chain Management, Public Administration, Commerce, Engineering, Law or a related field is required or
- A first-level university degree (bachelor’s degree) in the above mentioned fields of study, in combination with an additional two years of qualifying experience 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.
Experience:
- A minimum of five (5) years (with master’s degree) or seven (7) years (with bachelor’s degree) of progressively responsible experience in procurement, contract management, contract administration, logistics/supply chain management or related area is required.
- At least two (2) years of direct experience in procurement management is required.
- Relevant experience in international operations, international organizations specially working with developing countries is an asset.
- Experience in all phases of high-value procurement operations is an asset.
- Experience in UN/UNDP Enterprise Resource Planning (ERP) systems is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems including SharePoint, database and e-commerce is required.
Language requirements:
- Fluency in English is required.
- Knowledge of another UN language is an asset.
**Note: Please upload copies of your academic qualifications, procurement qualification/certification, and 3 latest UNCS Performance Evaluations (if applicable).**
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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