I. Position Information
Job Title: Procurement Specialist (Elections Project)
Reports to: Country Office Head of Procurement Unit
Direct Reports: Project Manager-IESG
Job Family: Grade Level: P3
Duty Station: Mogadishu, Somalia
Duration and Type of Assignment: Temporary Appointment (TA) International (364 days)
II. Job Purpose and Organizational Context
UN electoral assistance to Somalia is in accordance with the decisions of the United Nations General Assembly and the Security Council and the mandate of the United Nations Assistance Mission in Somalia (UNSOM). UN Security Council Resolution 2461 underscored “the importance of UNSOM’s political and technical support, as well as operational and logistical support, in collaboration with UNSOS, to the Federal Government of Somalia for the delivery of inclusive, peaceful, free and fair one-person-one-vote elections in 2020/2021, in particular support to the NIEC at national and sub-national levels to fulfil its constitutional mandate, in line with its Strategic Plan for 2017–2021. IESG is a fully integrated team, headed by a UNSOM Director/Chief Electoral Advisor and a UNDP Deputy Chief Electoral Advisor. IESG’s assistance includes technical electoral advice, capacity development and support to electoral activities including operational support and procurement of goods and services. While UNSOM provides the majority of the IESG international and national advisors, within IESG, UNDP staff manages the donor basket.
Under the overall guidance of Deputy Resident Representative (Operations), direct supervision of Country Office (CO) Head of Procurement unit and direct reporting to IESG Project Manager, the Procurement Specialist is responsible for management of the IESG’s procurement services in order to obtain the best value for money with large electoral related procurement volumes. The Procurement Specialist manages the IESG procurement process and provides timely solutions to a wide spectrum of technically complex issues related to electoral related procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the IESG. S/he works in close collaboration with the CO Procurement unit, Programme Oversight & Quality Assurance and IESG, UNDP HQ staff and NIEC to ensure effective delivery and implementation of strategic and efficient procurement services,
III. Duties and Responsibilities
The Procurement Specialist is responsible for the acquisition of both international and national goods and services. The incumbent will be responsible for all contracting that is associated with the elections support project, materials, goods, services, as necessary. A key task will be to advise or design innovative contracting modalities for specific activities and provide procurement support on elections and the National Independent Electoral Commission (NIEC) of Somalia. The incumbent will provide procurement support in order to obtain the best value for money. The incumbent is expected to be able to analyze and interpret the UNDP Financial and Procurement Rules and Regulations/Procedures in order to provide solutions to complex procurement actions. The incumbent should be able to maintain an enabling collaborative environment with the election support team, and the counterparts of the NIEC once appointed. In addition, the incumbent is expected to cooperate with the UNDP Country Office procurement team.
Summary of Key Functions:
- Full compliance of assigned procurement activities and implementation of operational strategies;
- Efficient and timely management of procurement processes for Electoral Support Project;
- Elaboration, introduction and implementation of sourcing strategy and e-procurement tools;
- Ensures facilitation of knowledge building and knowledge sharing.
Ensures implementation of operational strategies focusing on achievement of the following results:
- Full compliance of assigned procurement activities with UNDP rules, regulations, policies and strategies; internal controls and client orientation.
- Implementation of operational strategies and management of procurement process, contract, and sourcing transactions, actions and processes for goods, services, and works, focusing on achievement of the following results:
- Implement different steps of the procurement processes, including Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management.
- Prepare timely procurement plans for projects and monitoring of their implementation
- Compliance with CO Procurement business processes and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the harmonization of the workflows in the office;
- Conceptualization and implementation of contract strategy in the IESG 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 and implementation of strategic procurement in the IESG including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
Ensures efficient management of procurement processes for IESG on achievement of the following results:
- Timely and proper preparation of procurement plans for the project, establishment of the deadlines and monitoring of its implementation;
- Establishment and 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;
- Certification of submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee of Procurement (RACP) and Advisory Committee on Procurement (ACP);
- Management of procurement contracts and, upon delegation of responsibility, performance of buyer function in ATLAS;
- 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;
- Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
- Based on the work plan of the elections support project, the incumbent will manage the procurement portfolio and oversee the Procurement activities of the elections support project for the support of the NIEC;
- Ensure the procurement plan is maintained and updated, to ensure timely procurement action;
- Ensure that all procurement activity is performed in a fully professional transparent and ethical manner and that all suppliers and contractors are treated on a fair and equal basis;
- Ensure that all procurement-related approvals required under the UNDP and the Multi Partner Trust Fund (MPTF) are obtained;
- Maintain controls throughout the procurement activity to ensure good faith, fair dealing and appropriate confidentiality by representatives of the Procurement Unit and others who are officially involved in the procurement activity;
- Ensure that the documents describing the objects of procurements, including the specifications, statement of work, terms of reference, bills of quantities, engineering designs and drawings are adequately prepared and finalized in a reasonable and balanced manner without being overly restrictive;
- Conduct procurements in a manner to provide open competition to the maximum extent practical in order to assure advantageous prices as well as equal and fair access for eligible suppliers and contractors;
- Guard against conflicts of interest, real or in appearance, in the operations of the procurement activity;
- Participate in the negotiation with senior supplier’s representatives and ensure finalization of purchase orders and contracts with successful bidders following internal approval. Prepares submission to the Contract Assets and Procurement Committee and when the limit exceeds local signature authority, prepare submission to the Advisory Committee on Procurement for review and subsequent approval by authorized official;
- Promote and oversee the use of financial monitoring and reporting system using ATLAS People’s Soft application;
- Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.;
- Provide guidance to and coordinate the work of administrative and operations staff of IESG.
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.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
- Organization of training for the UNDP staff on Procurement;
- Organization of trainings for NIEC 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:
All of the key results are critical for the project to operate and to be able to implement its activities effectively and efficiently. In the absence of these results the project would neither comply with UNDP rules and regulations nor be able to meet its objectives.
V. Competencies and Selection Criteria
- Ability to make new and useful ideas work
- Ability to persuade others to follow
- Ability to improve performance and satisfaction
- Ability to listen, adapt, persuade and transform
- Ability to get things done while exercising good judgement
- Promoting Organizational Change and Development
- Promoting Accountability and Results-Based Management
- Government Capacity Building
- Designing and implementing management system
- Building Strategic Partnerships
- Promoting Organizational Learning and Knowledge Sharing
- Job Knowledge/Technical Expertise
VI. Recruitment Qualifications
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
- Completion of CIPS III certification is desired.
- 5 years of relevant professional experience at the national or international level in procurement management in a multicultural setting;
- Procurement management experience in a previous election support project is highly desirable;
- Significant previous background in development cooperation (UN system, NGOs);
- The post requires an ability to meet deadlines;
- Familiarity with the UN in general and UNDP procedures, rules and regulations in particular and/or previous experience with the UN is a definite asset.
- Excellent knowledge of tools, procedures and international standards for the purchase of goods and services within the context of development support programs;
- Knowledge of UNDP administrative and financial management procedures is highly desirable;
- Working knowledge of MS Office applications especially calculus sheets such as Excel or database such as Access and advance knowledge of web based management systems. Knowledge of Atlas is an advantage.
- Fluency in spoken and written English is a requirement.
- Job City Mogadishu