Procurement Officer

The Procurement Officer will report to CO Procurement Specialist with a matrix reporting line to the FRP Operations Specialist and will work in close collaboration with the Programme Unit and project teams for resolving complex Procurement- related issues.

1. Provide support to projects in developing TORs and specifications focusing on following results:
   • Provide continuous coaching and support to staff on developing TORs for consultancies, research work and technical services
   • Perform research and market analysis to provide support to requesting units and projects in preparing specifications for goods and assets that are required to be procured.
   • Review and perform quality assurance of TORs and specifications developed by the requesting unit and projects before initiation of procurement process.
   • Build the capacities of staff to develop succinct, crisp and clear TORs for required services and specifications of goods giving details of deliverables, time period, qualification and experience requirements
2. Ensure administration and implementation of the operational strategies focusing on achievement of the following results:

• Full compliance with procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper functioning of a client- oriented procurement management system
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement implementation.

3- Organize procurement processes assigned to the project focusing on achievement of the following results:

• Support project team in preparation of procurement plan for the project and its implementation and monitoring.
• Organization of procurement processes including preparation and conducting RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.

• Preparation of purchase orders and contracts in and outside Quantum/UNAll, preparation of Recurring purchase orders for contracting of services, vendors’ creation in Quantum/UNAll. Buyers profile in Quantum/UNAll.
  • Review of procurement processes conducted by the project; 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. Timely corrective actions on POs with budget check errors and other problems.
  • Presentation of researched information on procurement in the project.
  • Preparation of cost-recovery bills for the procurement services provided by UNDP to projects.
  • Keep Record and responsible for proper achieving of completed cases at Procurement Unit Database.

4- Ensure implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Conduct formal market research through Expression of Interest (EOI), Pre-Qualifications, Request for Information (RFI) and Open Announcements.
• Ensure effective contract management and risk assessment
• Establish contract management group and convene monthly meetings of group.
• Develop automated system alerting contract managers on critical contract dates and milestones and process the contract amendments/extensions/variations when and where required.
• Provide support and guidance to project personnel in contract management and resolving issues and disputes with the contractors/service providers/vendors.
• Manage the contract performance of different vendors and escalate to Head of Procurement regarding occurrences of non-performance by the vendors.
• Manage financial instruments such as bid securities, performance bank guarantees and performance bonds.
• Conduct risk assessment of complex and high value procurement actions for programme and project and devise risk mitigation measures.
• Ensure facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organize and deliver various training/coaching sessions on different Procurement Topics to Project and other operations personnel.
• Organize learning sessions to create awareness about procurement rules and regulations.
• Develop flow charts of procurement methods to demonstrate steps involved and roles and responsibilities of staff.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

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