Procurement Specialist

Details

Mission and objectives

ONU Mujeres es la entidad de las Naciones Unidas dedicada a promover la igualdad de género y el empoderamiento de las mujeres. Fue establecida para acelerar el progreso que conlleve a mejorar las condiciones de vida de las mujeres y responder a las necesidades que enfrentan en el mundo. Desde su creación, ONU Mujeres se ha financiado principalmente gracias a la aportación de Gobiernos socios compro-metidos por hacer de la igualdad de género y el empoderamiento de las mujeres una prioridad mundial.
ONU Mujeres apoya a los Estados Miembros de las Naciones Unidas en el establecimiento de normas internacionales para lograr la igualdad de género y trabaja con los gobiernos y la sociedad civil en la creación de leyes, políticas, programas y servicios necesarios para garantizar que se implementen los estándares con eficacia y que redunden en verdadero beneficio de las mujeres y las niñas en todo el mundo. Trabaja mundialmente para que los Objetivos de Desarrollo Sostenible sean una realidad para las mujeres y las niñas, y promueve la participación de las mujeres en igualdad de condiciones en todos los ámbitos de la vida.
ONU Mujeres ha trabajado en Colombia desde el año 2005. Su presencia está orientada por su Nota Estratégica Global y los marcos de cooperación de Naciones Unidas y la Entidad con el Gobierno Colombiano, integrando los elementos particulares del contexto, las prioridades nacionales y locales, así como las necesidades e intereses de las mujeres al desarrollo de su triple mandato.
En concordancia con las prioridades nacionales y los instrumentos internacionales de protección de los derechos humanos de las mujeres, las líneas estrategias de intervención de ONU Mujeres en Colombia se enmarcan en las tres prioridades de cooperación identificadas por el Gobierno y el SNU: a) Estabilización: “Paz con Legalidad”, b) Migración como factor de desarrollo; y, c) Asistencia técnica para la aceleración de ODS catalizadores.

Context

Reporting to the Operations Manager, with matrix reporting to the Regional Procurement Analyst/Specialist and under the overall guidance of the Chief of Procurement, the Procurement Analyst facilitates the management of procurement and promotes a strategic approach to sourcing within the Office in all areas from procurement process of goods and services, procurement contracts, long-term agreements, lease agreements. This facilitation role is designed to add value and effectiveness to the management of procurement within the office, while in no way creating an added layer of bureaucracy between the field and the Country Office (CO), and all accountabilities and duties must reflect this overarching principle. In effect the incumbent acts as the interface between the field and the CO on several procurement areas.
The Procurement Analyst will ensure that procurement process in the office is in line with UN Women goals, plans, and strategies, and in compliance with applicable procurement policies and guidelines. The incumbent will assist the Local Procurement Review Committee in ensuring compliance of procurement within the Office with corporate guidelines. S/he will keep the Operations Manager aware of procurement and compliance issues within the CO that require the attention of the Colombia senior management team.

Task description

1. Coordinate the procurement and strategic sourcing activities across the Colombia office in accordance with UN Women rules and regulations, policies, and strategies:
• Provide professional expertise and technical support to the management of the Country Office on procurement issues and deliver authoritative clarification and briefs on the interpretation/application of UN Women Rules, Regulations, and policies regarding procurement.
• Monitor and track procurement progress and compliance within the country, using effective oversight tools.
• Provide technical support in designing and maintaining a client-oriented procurement management system.
• Regularly update and maintain corporate procurement reporting and analysis.
• Ensure compliance and follow up on the implementation of Audit recommendations related to procurement within the office.
• Conduct periodic expenditure analyses to support the development of the regional category management strategy, and collaborate with key suppliers for recurrent supplies and services;
2. Provide support on the efficiency enhancement of procurement processes for the Country Office.
• Guide and implement procurement business processes mapping and the elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement.
• Analyze procurement workflows and recommend improvements to enhance cost saving and reduction in the Country Office and sub-offices.
• Manage the provision of goods and services to following established corporate procedures regarding review and awarding of contracts; evaluate for cost effectiveness and manage the negotiations regarding eventual agreements.
• Consolidate procurement requirements and provide professional recommendations to the preparation of procurement plans for the Country Office.
• Organize Request For Quotation (RFQ), Invitation To Bid (ITB) or Request Form Proposal (RFP), and evaluate quotations, bids and proposals.
• Review the submissions to the Local Procurement Review Committee (L-PRC) to ensure completion of documents and quality of submissions; participate as an observer, when requested by the PRC Chairperson.
• Implement internal control system for timely and accurate establishment of Purchase Orders (POs).
3. Provide technical support to supplier management and to the implementation of e-procurement tools.
• Develop and manage a roster of suppliers, including supplier selection and evaluation mechanism.
• Facilitate the establishment and the use of Long-Term Agreements (LTAs) within the Country Office;
• Manage and train personnel, as required on the e-procurement and ERP systems.
4. Provide technical support to inter-agency activities related to procurement:
• Provide substantive technical support to the inter-agency coordination and working groups related to procurement.
• Provide coordination support with other UN agencies to assist in the implementation of harmonized procurement services, inter-agency LTAs, and joint procurement in line with the UN reform.
5. Contribute to knowledge sharing:
• Monitor and report to CO management on procurement trends and practices.
• Coordinate and organize training for the operations and programme staff on Procurement.
• Contribute to the development of training materials, webinars and other knowledge networks.
• Analyze and share lessons learned and best practices in Procurement.
• Support in establishing data monitoring system for procurement issues
Furthermore, UN Volunteers are required to:
•Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications, and take active part in UNV activities (for instance in events that mark International Volunteer Day);
•Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
•Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
•Contribute with articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
•Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
•Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.