Procurement Specialist (Port Sudan) – UNDP

Job Description

Location	Port Sudan, Sudan
Application Deadline	11/01/2023, 05:59 AM
Practice Area	Management
Languages Required	Fluency in oral & written English Language
Education & Work Experience	Master’s Degree – 5 year(s) experience OR Bachelor’s Degree – 7 year(s) experience

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.

As part of the UN country team in Sudan, UNDP aims to contribute to the significant reduction of extreme poverty throughout the country and to support the establishment of a critical mass among Sudan’s people that is ready and able to engage in the development process of the country. In line with the overarching SDG goal “Leave No One Behind” (embedded among others in SDGs 1, 5,10 and 13) UNDP programme interventions will target localities characterized by high levels of poverty and exclusion and / or affected by conflict.

Country office (CO) vision is to strengthen resilience and prompt inclusive sustainable development in Sudan. This vision is fully aligned with UNDP’s corporate Strategic Plan as well as with the UNDAF currently being developed and embedded in the global SDG framework.

To that end, UNDP will support stabilization and governance for peace as well as environmentally sustainable development.  UNDP pays attention to the inclusion of marginalized groups, including women and youth representing the most promising potential for change in Sudan.

With an annual average delivery of US$80-US$100 million over the past 5 years, the Sudan Country Office is managing one of the largest portfolios in the region of Arab states. The portfolio is composed of three pillars: the UNDP core portfolio, the Global Fund portfolio, and the Managing Agent portfolio related to the Common Humanitarian Fund and the Darfur Community Peace and Stability Fund.

Position Purpose

Under the overall guidance and direct supervision of Deputy Resident Representative (Operations), the Procurement Specialist is responsible for management of the CO Procurement Unit and effective delivery of procurement services in order to obtain the best value for money in the CO. He/she manages the CO procurement and provides solutions to a wide spectrum of complex issues related to procurement, and promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

Duties and Responsibilities 

Duties

• Position will be temporarily located in Amman, Jordan. 

Responsibilities

Ensures elaboration and implementation of operational strategies:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control framework, proper design and functioning of a client-oriented procurement management system. 
• Supervision of CO 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 reduction strategies.
• Conceptualization, elaboration and implementation of contract strategy in the CO 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 CO 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 CO, NIM/DIM projects, UN House and at the request of other Agencies:

• Guidance and direction of the Procurement team and establishment of the Unit‘s annual work plan in consultation with direct supervisor and in collaboration with team members. Set priorities, objectives, performance measurements, standards and results expected.
• Timely and proper preparation of procurement plans for the office and projects, 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 regulations.
• Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Management of procurement contracts and, upon delegation of responsibility, performance of the functions of Manager Level 2 in Quantum for purchase orders approval.
• 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.
• Supervision of preparation of cost-recovery bills for procurement services provided by UNDP to other Agencies.
• Establishment and implementation of harmonized procurement services and elaboration of proposals on common services expansion in the UN House, introduction and management of joint procurement for the UN Agencies in line with the UN reform. 
• Responds to audit observations and queries. Ensures compliance with audit recommendations.

Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools:

• 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
• Development of long term agreements and innovative mechanisms to meet and foresee CO needs based on analysis of established objectives and evolving programme priorities.

Ensures facilitation of knowledge building and knowledge sharing in the CO:

• Strengthen the Procuremnt Team capacities as well the CO staff on the utilization of Quantum platform
• Organization of training for the operations/ projects staff on Procurement.
• Organization of trainings for Govt. staff on Procurement as required.
• Synthesis of lessons learned and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

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.

Required Skills and Experience

Education:

• Master’s degree or equivalent in Business Administration, Public Administration, Finance, or related field. 
• OR
• Bachelor’s degree with 2 additional years of relevant experience may be considered in lieu of master’s degree.
• Certification in Chartered Institute of Purchasing and Supply procurement certification (CIPS) Level 4 is required. 

Experience:

• 5 years (with Master’s degree) or 7 years (with bachelor’s degree) 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.) required and advance knowledge of web-based management systems.
• Experience in building and maintaining relationships with government institutions and other partners, civil society, private sector and UN agencies in sensitive political environments is an asset;
• Experience working in humanitarian, Post conflict and development contexts is an asset.
• Experience in managing teams is an asset.

Language:

• Fluency in oral and written English is required.

Duties: 

• Position will be temporarily located in Amman, Jordan. 

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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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