Under the overall guidance of the Head of Office and direct supervision of the Head of Administration, the National Procurement Officer, a team member of the Regional Procurement Group, is responsible for effective delivery of procurement services to the OCHA Country Offices covered by OCHA Regional Office for Southern Eastern Africa (ROSEA). He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Officer promotes a collaborative, client-focused, quality and results-oriented approach within the scope of the new Delegation of Authority (DoA) on Procurements.
The National Procurement Officer works in close collaboration with the other OCHA Buyers including but not limited to UNON; UNPD, OCHA GVA and UNDP Procurement teams.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Management of procurement processes
- 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 rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
- OCHA ROSEA Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
- Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.
- Synthesis of proposals and implementation of contract strategy including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
- Implementation of the strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
2. Manages and guides procurement processes for OCHA Offices in the Region focusing on achievement of the following results:
- Timely and duly preparation of procurement plans for the offices in the region and monitoring of their implementation.
- Implementation of proper monitoring and control of procurement processes including organization of RFQ, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN rules and regulations.
- Management of procurement contracts and, upon delegation of responsibility, performing the functions.
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched, and obligations closed on time.
- Preparation of biannual procurement reports for the UNPD/Controllers Office.
- Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services with other UN sister agencies.
3. Ensures 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 e-procurement module.
5. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
- Organization of trainings for the procurement staff.
- Synthesis of lessons learnt and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.
The key results have an impact on the overall efficiency in procurement management and success in introduction and implementation of OCHA’s new Delegation of Authority on procurement. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of goods/services and ensures client satisfaction
Competencies
Functional Competencies:
Building Strategic Partnerships
Level 1.2: Maintaining a network of contacts
- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
- Establishes and nurtures positive communication with partners
Promoting Organizational Learning and Knowledge Sharing
Level 1.2: Basic research and analysis
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
- Documents and analyses innovative strategies and new approaches
- Identifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise
Level 1.2: Fundamental knowledge of own discipline
- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Analyzes the requirements and synthesizes proposals
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.2: Basic research and analysis
- Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
- Gathers and analyses feedback from staff
Design and Implementation of Management Systems
Level 1.2: Research and analysis and making recommendations on management systems
- Maintains information/databases on system design features
- Develops simple system components
Client Orientation
Level 1.2: Establishing effective client relationships
- Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Actively supports the interests of the client by making choices and setting priorities to meet their needs
- Anticipates client needs and addresses them promptly
Promoting Accountability and Results-Based Management
Level 1.2: Basic monitoring
- Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
Core Competencies:
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
UN Procurement Certification Programme
Required Skills and Experience
Education:
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
2 years of relevant experience at the national or international level in procurement management. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management. Hands-on knowledge of the ERP system is desirable.
Language Requirements:
Fluency in English and national language of the duty station Is a requirement.
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