Procurement Officer

The Merged Areas Governance Programme (MAGP), under the Democratic Governance Unit, is a comprehensive governance initiative that focuses on technical assistance and implementation support to the Government of Khyber Pakhtunkhwa (GoKP) in three main areas: (1) accelerated development with an emphasis on the delivery of basic services; (2) border governance and connectivity; and (3) support to local governance. The overall objective of the Programme is to enhance the capacity of the GoKP to successfully integrate the Merged Areas and strengthen border governance and cross-border connectivity by extending laws, policies, and strategies; planning, designing, and delivering development initiatives; and implementing inclusive local government systems. An emphasis is placed on inclusive development to ensure that marginalised population groups benefit from development in the MAs, as well as on disaster-risk reduction and improved risk management to help prevent, mitigate and/or address the effects of climate change and other risks. 

Under its new project document signed on December 15, 2022, MAGP mobilised additional resources, growing its average annual budget to USD 10 million. With the expanded scope and increased amount of procurement, to accelerate delivery and fulfil its commitments to the GoKP and key development partners, MAGP is seeking the services of a Procurement Officer to support the programme procurement activities.

Specific responsibilities would cover the following

• Support Programme and project in the developing TORs and specifications
• Administration and Implementation of operational strategies
• Organization of procurement processes
• Implementation of sourcing strategy and e- procurement tools
• Ensures effective Contract Management and Risk Assessment
• Facilitation of Knowledge building and knowledge sharing

Provide Support to Projects in developing TORs and specifications focusing on following results:

• Provide continuous coaching and support to staff on developing TORs for consultancies, research work and technical services 
• Perform research and market analysis to provide support to requesting units and projects in preparing specifications for goods and assets that are required to be procured. 
• Review and perform quality assurance of TORs and specification developed by the requesting unit and projects before initiation of procurement process. 
• Build the capacities of staff to develop succinct, crisp and clear TORs for required services and specifications of goods giving details of deliverables, time period, qualification and experience  requirements

Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client- oriented procurement management system
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement implementation

Organizes procurement processes assigned project focusing on achievement of the following results:

• Support project team in preparation of procurement plan for the project and its implementation and monitoring.
• Organization of procurement processes including preparation and conducting RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of purchase orders and contracts in and outside Quantum/UNAll, preparation of Recurring purchase orders for contracting of services, vendors’ creation in Quantum/UNAll. Buyers profile in Quantum/UNAll.
• Review of procurement processes conducted by the project; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Presentation of researched information on procurement in the project.
• Preparation of cost-recovery bills for the procurement services provided by UNDP to projects.
• Keep Record and responsible for proper achieving of completed cases at Procurement Unit Database.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Conduct formal market research through Expression of Interest (EOI), Pre-Qualifications, Request for Information (RFI) and Open Announcements.

Ensures effective Contract Management and Risk Assessment

• Establish contract management group and convene monthly meetings of group.
• Develop automated system alerting contract managers on critical contract dates and milestones and Process the contract amendments/extensions/variations when and where required.
• Provide support and guidance to project staff in contract management and resolving issues and disputes with the contractors/service providers/vendors.
• Manage the Contract performance of different vendors and escalate to Head of Procurement regarding occurrences of non-performance by the vendors.
• Manage financial instruments such as bid securities, performance bank guarantees and performance bonds.
• Conduct the risk assessment of complex and high value procurement actions for programme and project and devise risk mitigation measures.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organize and deliver various training/coaching sessions on different Procurement Topics to Project and other operations staff.
• Organize learning sessions to create awareness about procurement rules and regulations.
• Develop flow charts of procurement methods to demonstrate steps involved and roles and responsibilities of staff.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

• 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

• 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

• 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