Proc/Supplies Management Office at UNDP

The Inclusive Growth and SDGs Unit promotes an integrated approach that tackles the connected issues of multidimensional poverty, inequality and exclusion, and sustainability, while enhancing knowledge, skills and production technologies to enlarge peoples’ choices, reduce risks and sustain development gains. The unit’s goal is to strengthen capacities and provide an enabling environment for access to opportunities, focusing on the most vulnerable and excluded population groups – in ways that are sustainable from economic, social and environmental standpoints.

Under the overall guidance of the Program Manager, the PSM Officer is responsible for the day to day transactional procurement activities of the Unit. The PSM Officer will work in a collaborative, client-focused, quality and results-oriented manner in the unit. The PSM Officer works in close collaboration with the programme, operations and staff other within the Country Office. Duties and Responsibilities Summary of Key Functions

• Implementation of operational strategies
• Organisation of procurement processes
• Implementation of sourcing strategy
• Control of project assets
• Provision of logistical services
• Facilitation of knowledge building and knowledge sharing

The PSM Officer assists the role of the Program Managers and OIC of the Unit to ensure the provision of effective and efficient procurement activities by:

1.   Ensuring full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.

• Implementation of strategic procurement for projects including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management;
• Implementation of contract strategy for projects 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;
• Assist in the input of timely and proper preparation of procurement plans for the different grants and establishment of their deadlines.

2.  Ensure the implementation of proper monitoring system and control of procurement processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.

• Drafting submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

3.  Ensuring timely and proper preparation of procurement plans for the different grants and establishment of their deadlines.

• Implementation of proper monitoring system and control of procurement processes including organization of tender documents, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Contribution to the project closure of SSF grant by ensuring no liabilities in ATLAS after its closure date.

4.      Ensuring raising and budget checking of requisitions in ATLAS

• Conducting market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services;
• Development and update of roster of suppliers. Implementation of supplier selections and evaluation.

5.    Managing all assets under the projects in compliance with the UNDP Asset Management Rules and Regulations including but not limited to recording, coordinating and reconciling asset inventory including physical verification of asset on sites, asset transfer disposal write-off and synchronization of Asset Inventory and ATLAS.

• Participation in the conduct of DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6.   Organisation of travel including purchase of air tickets, DSA calculation, requisition preparation, arrangement of shipments, vehicle maintenance and conference facilities arrangements.

• Maintaining electronic and hardcopy files and records to ensure proper accountability;
• Perform other related duties as required.

Impact of Results

The key results have an impact on the projects efficiency in procurement management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services and overall timely delivery of UNDP programmes and projects. Competencies Core Competencies:

• Innovation – Ability to make new and useful ideas work
• Leadership – Ability to persuade others to follow
• People Management – Ability to improve performance and satisfaction
• Communication – Ability to listen, adapt, persuade and transform
• Delivery – Ability to get things done

Technical/Functional Competencies:

Primary

• Gender – Awareness and Sensitivity Regarding Gender Issues
• Accountability – Ability to account for resources placed under one’s care and responsibility
• Creative Problem Solving – Being able to solve problems leading to team cohesion and optimization of performance
• Stakeholder Engagement – Ability to effectively engage stakeholders
• Professionalism – Ability to focus on professional ethics and integrity

Secondary

• Knowledge Management – Ability to efficiently handle and share information and knowledge
• Leading by Example – Walking the talk and using the power of influence to effect positive change
• Respect for Diversity – Observes diversity in racial, tribal, religious and sexual orientation

Required Skills and Experience Education

• Secondary Education (Full Grade 12 certificate) with specialized certification in procurement.
• A Bachelor’s degree in Business, Economics, Public Administration or any development related field and/or a degree in procurement would be desirable but it is not a requirement.

Experience

• Minimum of 7 years professional experience, which includes at least 2 years of experience in pharmaceutical and medical procurement;
• Solid experience in the management of people and systems in high-pressure environments;
• Strong IT skills;
• Knowledge of UN or UNDP procurement policies and procedures highly desirable.

Language

• Must be fluent in English (both oral and written), the official language of the duty station.
• Knowledge of the local Zambian language in the areas of operation is an added advantage.

Disclaimer Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.