Background
The nexus of security-humanitarian-development issues around Lake Chad has given rise to an intractable extremist insurgency that has left tens of thousands of people dead, approximately 2.5 million displaced, and more than 10 million people in the region affected and in need. While robust national and multi-national military operations have re-taken territory previously controlled by Boko Haram, UNDP recognizes that a new approach is required to consolidate these gains and establish the conditions necessary to transition from military to civilian responsibility for security, and from the provision of humanitarian assistance to the resumption of stalled development processes. In this context, the UNDP is strengthening its presence in the North East region by establishing a sub-office in Maiduguri.
The sub-office will serve as the centre of operations for programming which will include a Regional Stabilization Facility, a Disengagement, Disassociation, Reconciliation and Reintegration (DDRR) and Recovery and Resilience programme. The Sub-Office (SO) for North East (NE) Region of Nigeria has been operational since 2017 and UNDP has established an Operations Service Centre to support management and operations functions related to the effective delivery of programmatic results.
Under the overall guidance of the DRR-O and direct supervision of the Sub-office Operations Manager, the Procurement Analyst ensures effective delivery of procurement services in the NE Sub-office. He/she analyzes and interprets the financial rules and regulations and provides solutions to complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Specialist works in close collaboration with the Management Support, Operations, Programme and project teams in the SO/CO, UNDP HQs staff to successfully deliver procurement services.
Duties and Responsibilities
Summary of key functions:
Support for elaboration and implementation of operational strategies
Support for efficient management of procurement processes
Implementation of sourcing strategy and e-procurement tools
Facilitation of knowledge building and knowledge sharing
Provides analytical inputs to elaboration and implementation of Sub-Office in NE Region operational strategies focusing on achievement of the following results:
Assist in ensuring 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.
Facilitate sub-office (SO) 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.
Support elaboration and implementation of cost saving and reduction strategies.
Conduct analysis and formulate proposal on elaboration of contract strategy, sourcing strategy, quality management, supplier section, improvement of procurement processes in the SO.
Supports efficient management of procurement processes for SO, NIM/DIM projects, and at the request of other Agencies focusing on achievement of the following results:
Analyze information for preparation of procurement plans for the office and projects and monitoring of their implementation for the SO.
Support 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.
Conduct preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Support 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.
Support elaboration of proposals and the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
Support implementation of harmonized procurement services and elaboration of proposals on common services expansion for UN Agencies in the North Eastern Region, introduction and management of joint procurement for the UN Agencies in line with the UN reform.
Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
Support development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, criteria, quality and performance measurement mechanisms.
Support implementation of the e-procurement system
Ensures facilitation of knowledge building and knowledge sharing in the SO focusing on achievement of the following results:
Support organization of training for the operations/ projects staff on Procurement.
Synthesize lessons learned and best practices in Procurement.
Provide contributions to knowledge networks and communities of practice.
Impact of Results:
The key results have an impact on the overall SO/CO efficiency in procurement management and success in implementation of operational strategies.
Strategic approach to procurement, implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
Competencies
Functional Competencies:
Building Strategic Partnerships:
Identifying and building partnerships
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved
Promoting Organizational Learning and Knowledge Sharing:
Developing tools and mechanisms
Makes the case for innovative ideas documenting successes and building them into the design of new approaches
Identifies new approaches and strategies that promote the use of tools and mechanisms
Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies
Job Knowledge/Technical Expertise:
In-depth knowledge of the subject-matter
Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines
Serves as internal consultant in the area of expertise and shares knowledge with staff
Continues to seeks new and improved methods and systems for accomplishing the work of the unit
Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
Demonstrates comprehensive knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development:
Assisting the individuals to cope with change
Provides counseling and coaching to colleagues who are dealing with change Assists in the development of policies, communications, and change strategies
Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
Design and Implementation of Management Systems:
Designing and implementing management system
Makes recommendations regarding design or operation of systems or programmes within organizational units
Identifies and recommends remedial measures to address problems in systems design or implementation
Client Orientation:
Contributing to positive outcomes for the client
Anticipates client needs
Works towards creating an enabling environment for a smooth relationship between the clients and service provider
Demonstrates understanding of client’s perspective
Keeps the client informed of problems or delays in the provision of services
Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively
Solicits feedback on service provision and quality
Promoting Accountability and Results-Based Management:
Input to the development of standards and policies
Provides inputs to the development of organizational standards for accountability and results-based management
Core Competencies:
Promoting ethics and integrity, creating organizational precedents
Building support and political acumen
Building staff competence, creating an environment of creativity and innovation
Building and promoting effective teams
Creating and promoting enabling environment for open communication
Creating an emotionally intelligent organization
Leveraging conflict in the interests of UNDP & setting standards
Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Fair and transparent decision making; calculated risk-taking
UNDP Procurement Certification programme
Required Skills and Experience
Education:
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field, or
Bachelor’s Degree with minimum 4 years of relevant experience will be accepted.
Experience:
Minimum 2 years (if Master)of relevant experience; (4 years with Bachelor’s degree) at the national or international level in procurement management.
Proven experience managing high-value procurement processes;
Experience in the usage of computers, ERP Systems and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems
Experience in procurement for crisis response /emergency assistance
Experience managing construction/civil-works procurement processes will be an asset;
Experience managing procurement processes through e-sourcing platforms will be an asset;
Experience in managing the purchasing process through an online purchasing management tool (e-Tendering or similar) would be an advantage;
Experience in managing formal purchasing processes (RFP and ITB) would be an advantage;
Experience in submitting purchase files to contract review and approval committees (e.g.,RACP and ACP) would be an advantage.
Knowledge of the Atlas system or other equivalent automated purchasing systems is an asset.
Previous experience with a multilateral or international organization, notably with UNDP, is highly desirable.
CIPS Level 3 Certificate and above is an advantage.
Language Requirements:
Fluency in spoken and written English is a requirement
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