UNDP - United Nations Development Programme
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The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.
UNDP Indonesia has a complex and challenging Country Programme covering a wide range of environment related issues, including climate change mitigation and adaptation, environmental governance and natural resource management, pollution, protecting biodiversity, renewable energies and waste management. The Programme also pursues linkages with other projects and programmes addressing issues such as disaster risk reduction, poverty eradication and inequalities under the framework of Sustainable Development Goals.
The United Nations Sustainable Development Cooperation Framework (UNSDCF) and UNDP Country Programme Document (CPD) are designed in full alignment with the 2030 agenda, The strategic priorities of UNDP Indonesia for the next five-years are encapsulated under four outcome areas: 1) Inclusive Human Development; 2) Economic Transformation, 3) Resilience to Climate Change and Disasters, and 4) Innovations for accelerating the achievement of the SDGs.
Within the Indonesia Country Office (CO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. The team further provides demand-driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Within the Country Office (CO), the Programme team has a responsibility of developing, providing oversight, and ensuring adherence to the quality standards of UNDP’s projects and programmes in full alignment with the priorities set out in the CPD and UNSDCF. Programme staff provide high level advice on programming, technical issues covered under the CPD, advocate for UNDP Corporate messages and engage partners including governments, private sector, development partners, civil society organizations, UNDP corporate bodies including regional and Headquarters to coordinate and catalyze knowledge, lessons learning and partnerships to design effective and innovative programmes. Programme team further oversees effective implementation of the country programme and its outcomes and strategic direction of UNDP, contribution to UN cooperation framework. The team further ensures that quality principles as per the UNDP policies and guidelines are adhered to during the entire cycle of programming and across management of portfolios. Strategic partnerships support resource mobilization and identify strategic programme areas of cooperation for new initiatives, including joint programming opportunities. Programme team is responsible to maintain effective partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas.
The CO also comprises of the Management Performance and Oversight team that provides strategic guidance entrusted with the corporate alignment, programme finance management, and quality assurance. It works closely with programme teams in target-setting, and results monitoring/reporting.
The strategic communications team provides knowledge management and communication support to all programme interventions.
Position Purpose
Under the guidance and direct supervision of the Operations Manager, the Procurement Specialist is responsible for and leads the effective delivery of procurement services in order to obtain the best value for money in the Country Office. S/he analyzes and interprets the rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Specialist supervises and leads the staff of the Procurement Unit. The Procurement Specialist works in close collaboration with the operations, programme and project teams in the CO, Regional Procurement Advisor, UNDP HQs staff and Government officials to successfully deliver procurement services.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Ensures elaboration and implementation of 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 design and functioning of a client-oriented procurement management system.
- CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
- Elaboration and implementation of cost saving and reduction strategies.
- Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
- Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
Manages and supports procurement processes for CO, projects, One UN initiative and at the request of other Agencies focusing on achievement of the following results:
- Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation.
- Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
- Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (R/ACP).
- Management of procurement contracts
- Elaboration 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.
- Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
- Preparation of cost-recovery bills in ERP system for procurement services provided by UNDP to other Agencies.
- Support to Business Operations Strategy (BOS) and Implementation of harmonized procurement services on common services expansion in line with the One UN reform.
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.
- Implementation and effective use of UNDP e-tendering systems
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization of training for the operations/ projects staff on Procurement.
- Synthesis of lessons learnt and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities:
The Procurement Specialist will be responsible for supervision, performance management and development of the Contract Management Analyst (NOA), Procurement Associate (G7), and Procurement Associate (G6).
Competencies
Core Competencies
- Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
- Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
- Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
- Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
- Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
- Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
- Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity
People Management
- UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies (insert up to 7 competencies)
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Business Direction & Strategy – Effective Decision Making
- Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
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Business management – Communication
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
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Business Direction and Strategy – Portfolio Management
- Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment
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Business Management – 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
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Procurement – Procurement management
- The ability to acquire goods, services or works from an outside external source
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Procurement – Contract management
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
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Procurement – Strategic sourcing
- Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- An advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics or related field is required. OR
- first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- CIPS level 4 or equivalent is mandatory, CIPS level above 4 or equivalent is an asset.
- Minimum 5 years (with master’s degree) or 7 years (with bachelor’s degree) of progressive experience at the national or international level in procurement management, business administration, public administration or other similar area is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in use of spreadsheet and database packages is an asset.
- Demonstrated experience in strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations is highly desirable.
- Demonstrated experience to find, evaluate and engage suppliers of goods and services is desirable.
- Demonstrated experience in supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
Language:
- Fluency in English and local language (Bahasa) is required.
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