Organizational Context The UNDP Strategic Plan 2008-2011 articulates UNDP’s mission to improve people’s lives and help countries in the human development progress, while also providing the framework for UNDP activities over the next four years. The UNDP Procurement Strategy within a frame of the Strategic Plan derives directly from the principle that accountable, professional and transparent procurement is essential to aid effectiveness and, indeed, central to the achievement of development results, whether such procurement is carried out by UNDP, in particular through its Country Offices, or by its government, non-government or UN agency implementing partners using UNDP resources. For CO Indonesia, procurement level will remain significant, and focus on assessment of national systems and capacity, along with monitoring and oversight of procurement that is carried out by counterparts will increase, together with capacity development initiatives. UNDP’s vision is for procurement to be a fully recognized, end-to-end management practice, integrated into programmes and implementation modalities, and carried out by a cadre of highly qualified personnel, utilizing best practices to achieve value for money in the most cost effective and efficient manner, while minimizing risk, amplifying transparency and accountability, and fostering development results. Under the overall guidance of Deputy Country Director (Operations)/ DCD (O) and direct supervision of Head of Procurement Unit the Procurement Specialist is responsible for management of assigned staff in the CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money in large Country Offices with large procurement volume. The Procurement Specialist manages the assigned team, the CO 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 the Unit. The Procurement Specialist supervises and leads the support and assigned professional staff of the Procurement Unit. The Procurement Specialist works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services. Ultimately, the Procurement Specialist will be the alter ego of the Head of Procurement Unit. Description of Responsibilities : II. Functions/Key results Expected Summary of key functions: - Elaboration and implementation of operational strategies
- Efficient management of procurement processes
- Elaboration, introduction and implementation of sourcing strategy and e-procurement tools
- Facilitation of knowledge building and knowledge sharing
1. 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.
- CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows and staff responsibilities in the Procurement Unit, harmonization of the workflows in the office and advises the Head of Procurement Unit and DCD (O) on changes required to strengthen unit output.
- Elaboration and implementation of cost saving and reduction strategies.
- Institution of recommendations of UNDP HQ’s audit findings and other consultative missions with respect to the enhancement of Country Office procedures and compliance
- 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.
2. Ensures efficient management of procurement processes for CO, NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results: - 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 SSA management and 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. Provide stringent quality control of bidding documents, contracts, guarantees, applications and clear the 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 Atlas 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. Effective staff management under procurement unit including +/- 5 staff sitting in CO and advisory services to support procurement focal point in various projects and other offices in Indonesia.
- Review and advise all SSA and procurement submissions as ex-officio member of the CAPC.
- Provide significant input and expert advise in the complex contractual negotiations (contact for works, professional services, customized software and equipment above USD 100,000).
- Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
- Supervision of preparation of cost-recovery bills in Atlas 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.
3. 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
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: - 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.
IV. Impact of Results The key results have an impact on the overall CO 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 ensure client satisfaction and overall timely delivery of UNDP programmes and projects. Competencies : V. Corporate Competencies: - Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly without favoritism
Functional Competencies: Knowledge Management and Learning - Promotes a knowledge sharing and learning culture in the office
- In-depth knowledge on development issues
- Ability to advocate and provide policy advice
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness - Ability to lead strategic planning, results-based management and reporting
- Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP).
- Ability to introduce and implement strategic procurement, contract and sourcing strategy
- Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change
- Demonstrates a complete in-depth grasp of procurement rules and practices
Management and Leadership - Focuses on impact and result for the client and responds positively to feedback
- Leads teams effectively and shows conflict resolution skills
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates strong oral and written communication skills
- Build strong relationships with clients and external actors
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change and ability to manage complexities
Qualifications : V. Recruitment Qualifications Education: - Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience: Applicant for this post must meet the following criteria: - Experience in general management, civil engineering and business processing.
- Minimum 5 years of relevant experience at the national or international level in professional/complex procurement management
- Minimum 3 years of solid experience in the management of people;
- Excellent writing and oral English skills, and
- Proficient in the usage of computers and office software packages (MS Word, Excel, etc).
Additional criteria will be considered as an advantage for this post: - Procurement Certification/Accreditation by a recognized professional body;
- Knowledge of ERP (Enterprise Resource Planning) software;
- Experience in e-procurement
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Kelas Karyawan
