Procurement Officer

Islamabad, Pakistan

Trending

Job Info

• Job Identification 25288
• Posting Date 03/26/2025, 07:48 AM
• Apply Before 04/10/2025, 03:59 AM
• Job Schedule Full time
• Locations Islamabad, Pakistan
• Agency UNDP
• Grade NPSA-9
• Vacancy Type National Personnel Service Agreement
• Practice Area Health
• Bureau Regional Bureau for Asia and the Pacific
• Contract Duration 1 Year
• Education & Work Experience Master's Degree - 2 year(s) experience OR Bachelor's Degree - 4 year(s) experience
• Required Languages English and Urdu
• Desired Languages Knowledge of other local languages will be an advantage
• Vacancy Timeline 2 Weeks
  
  

Job Description

Background

The United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural, and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP's core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.

UNDP Pakistan is seeking the services of the Procurement Officer to support the Project Management Unit (PMU) GF-HIV Grant. The Procurement Officer will work in close collaboration with the PSM, programme and project teams to successfully deliver procurement services.

Duties And Responsibilities

The Procurement Officer will perform her/his duties under a matrix management arrangement. He/she will work under the direct supervision of the PMU GF-HIV PSM Specialist. Organogram is attached for reference.

The Procurement Officer will report to Procurement Specialist and will work in close collaboration with the Programme Unit and project teams for resolving complex procurement related issues.

Key Responsibilities:

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategies; implementation of effective internal control, and proper functioning of a client-oriented procurement management system.
• Prepare and draft the procurement documentation of the project including RFQ, RFP as well as micro purchasing and other direct sourcing when applicable.
• Advise on project procurement activities and sourcing strategies that meet UNDP procurement principles and liaise with relevant corporate procurement entities for advice and follow-up in coordination with CO.
• Preparation of reports as requested on the status of procurement activities.
• Make presentations to national counterparts and other stakeholders on UNDP procurement process and the status of specific procurement processes if needed.
• Elaboration and implementation of cost-saving and reduction strategies in project procurement.
• Implement contract strategy for the project including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, and risk assessment.
• Conceptualize, elaborate, and implement strategic procurement in the project including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, and performance measurement.
• Respond in a timely manner to any queries and provide any clarification or progress/status reports relevant to project procurement that may be requested by the project management team; and Consult with the Procurement and Supply Management Specialist and PSM Specialist in the preparation of monthly progress reports for project procurement activities.

Efficient management of procurement processes for the project:

• Prepare procurement plans and monitors timely initiation of planned activities.
• Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids, or proposals, their evaluation, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Prepares Purchase Orders (POs) and contracts in and outside Quantum, preparation of Recurring POs for Contracting of services, and vendors Creation in Quantum.
• Ensure POs are duly prepared and dispatched in a timely manner and take timely corrective actions on POs with budget check errors and other problems.
• Monitors proactively the processing of the POs until delivery and documents any changes of timelines for enabling informed logistic and programmatic decisions.
• Prepares submissions to the Contract, Asset, and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Support undertaking market research to identify availability and potential local sourcing of planned procurement activities.
• Identify risks and undertake mitigating actions in close cooperation with the project team.
• Develop and/or implement an internal control system that guarantees that the purchase orders (POs) are duly prepared and processed.
• Manage the implementation of the monitoring system of procurement processes and mechanisms to eliminate anomalies in procurement; and
• Prepare and submit procurement cases to the Contract, Asset, and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), as required.

Ensure elaboration and implementation of sourcing strategy and e-procurement tools:

• Develop and manage rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Implementation of sourcing strategy and e-procurement tools for international tenders focusing on achievement of smooth implementation of e-procurement processes and knowledge transfer to the office/project staff as well as pro-active work with supplier community for developing e-tendering knowledge usage/application skills.
• Establish and promote quality assurance standards for maintenance and inclusion to the rosters.
• Create various databases and key files necessary for contracting all selected experts; and
• Support the National AIDS Control Program (NACP)/Common Management Unit (CMU) for the validation of orders in collaboration with the supervisor.

Ensures the organization of logistical services:

• Supports in managing all logistics operations required to ensure delivery of goods and services.
• Supports logistic management e.g. green light procedure, shipping documents, etc.
• Monitors and tracks all shipments with regular follow-ups with suppliers on the timeliness of delivery; and
• Advises the supervisor about any delays and possible deviations from the procurement plan and advise on possible corrective action.

Ensures facilitation of capacity building and knowledge building and sharing:

• Engages with the implementing partners, NGOs, CSOs, UN entities, and technical partners to strengthen national systems and health institutions, across functional areas of procurement and asset management.
• Supports the PSM Specialist in the development of capacity development and transition strategies to support national entities to implement and assume the PR role, ensuring access to appropriate tools and resources.
• Identifies and supports the development of communications (print, video) highlighting key procurement achievements; and actively participates in UNDP and other relevant external networks to promote the program.

The incumbent of the position will uphold the non-discriminatory behaviour and ensure that:

• Human rights and gender equality is prioritized as ethical principle within all actions.
• Activities are designed and implemented in accordance with the "social and environmental standards of UNDP'.
• Any kind of diversity based on ethnicity, age, sexual orientation, disability, religion, class, or gender are respected within all implementations including data production.
• Differentiated needs of women and men are considered.
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.
• Necessary arrangements to provide gender parity within all committees, meetings, training, etc.

Core Competencies

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

• 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.

Education

Required Skills and Experience

• Advanced university degree (Master's degree or equivalent) in Business or Public Administration or related field is required OR,
• A first-level university degree (bachelor's degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment.

Experience

• Minimum two (2) years (with master´s degree) or four (4) years (with bachelor´s degree) of relevant professional experience in procurement at the national or international level with international organizations, donors, NGOs.
• Excellent report writing and analytical skills are required.
• Experience in a UN or international organization in completing procurement management is required.
• Knowledge of UN system & online web-based systems is required.
• Experience of working in a diverse multi-cultural, multi-ethnic environment is required.
• Knowledge of donor policies, processes and reporting requirements, especially with Donor Agencies is an asset.
• Strong knowledge of international and national legal frameworks regarding procurements will be an asset.
• Experience in strengthening demand and supply sides of the justice sector is an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling of web based-management systems is desired.
• Demonstrated experience of procurement processes, market research, Qualification assessment of Bids, checking value for money, Quality assurance and Risk Mitigation is desired.
• Progressively responsible procurement experience of working with international development sector organizations in similar capacity is desired.

Required Languages

• Fluency in English and Urdu is required.
• Knowledge of other local languages will be an advantage.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

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