Procurement Officer

2 weeks ago

Islamabad, Islamabad, Pakistan UNDP Careers Full time
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.

As a trusted, long-term partner of The Global Fund to Fight AIDS, Tuberculosis, and Malaria (Global Fund, GF), UNDP's value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP's provision of integrated policy, implementation, and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP's portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies, and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement, and supply chain management. The Global Fund – Health Implementation Support Team, HIV, Health and Development Group,

The Bureau of Programme and Policy Support, Global Policy Network (GF/HIST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes.

UNDP has been identified by the GF as the interim PR for the Pakistan HIV grant for the implementation period of 1 January 2025 to 31 December 2026. For effective implementation of the Global Fund resources, UNDP Pakistan has established a Program Management Unit (PMU), which is responsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national systems. The GF resources are implemented in accordance with UNDP rules, policies, and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national and provincial stakeholders, Common Management Unit, Sub-recipients (SRs), NGOs, CSOs, communities, technical partners, UN entities and the Global Fund (Local Fund Agent) and Country Coordinating Mechanism.

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.

Elaboration and implementation of project procurement activities with the following 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 with the following key responsibilities:
  • 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;
  • 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 with the following key responsibilities:
  • 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;
  • 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 focusing on the achievement of the following results:
  • 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;
  • 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, focusing on the achievement of the following results:
  • 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

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

Business Direction & Strategy
  • 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.
Business Management
  • Customer Satisfaction/Client Management - Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
  • Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.
  • Ability to anticipate client's upcoming needs and concerns.
Procurement
  • Strategic sourcing - Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Data analysis - Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.
  • Stakeholder management - Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
  • Supplier/relationship management - Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Contract management - Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
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. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
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.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

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

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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