Procurement Specialist

3 weeks ago

Nairobi, Nairobi Area, Kenya United Nations Development Programme Full time


Job Description

Description

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The Procurement Specialist will ensure that procurement processes in the region are in line with UN Women's goals, plans, and strategies and in compliance with applicable procurement policies and guidelines. The incumbent will lead the Regional Procurement Review Committee in ensuring compliance of procurement within the region with corporate standards. The incumbent also implement strategic procurement initiatives within the Region including e-procurement, etc. They will keep the Regional Director aware of procurement issues within the Region requiring Regional Office attention and keep the Regional Direct abreast of procurement, administrative and compliance issues

Duties and Responsibilities

Key Functions and Accountabilities:

Provide procurement oversight and guidance for strategic sourcing across the Eastern and Southern Regional Office (ESARO) and UN Women offices in the region:

Ensure full compliance of procurement activities with UN Women rules, regulations, policies, procedures and strategies; implementation of effective internal control, and analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;

Support the procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the procurement in coordination with the supervisor;

Analyze and propose cost-saving and reduction strategies in the Regional Office, programme presence offices and the region at large;

Conduct periodic spend analyses to support the development of regional category management strategy, which shall account for establishment of long-term/strategic relationships with key suppliers for recurring supplies and services;

Manage the provision of goods and services for the ESARO and programme presence offices following established corporate procedures regarding review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations regarding eventual agreements;

Serve as an advisor to the Regional Procurement Review Committees (R-PRC), and guide the committee on the correct application and interprotein of procurement policies and procedures;

Provide advice and support to M/COs to implement procurement guidelines and processes;

Provide Regional Office and Country Office management with authoritative clarification/briefs/advice on the interpretation/application of UN Women Rules, Regulations, and policies with respect to procurement;

Use effective oversight tools to monitor and track procurement progress and compliance across the region.

Ensure efficient management of procurement processes for ESARO, MCOs/COs and programme presence offices:

Ensure proper and timely consolidation of procurement requirements and manage the preparation of procurement plans for ESARO and programme presence offices with established deadlines to monitor their implementation;

Oversee the procurement planning process of the region and ensure compliance;

Establish and implement proper monitoring system and control of procurement processes including organization of negotiation processes (RFQ, ITB or RFP), receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance of UN Women rules and regulations;

Implement internal control systems, and systematize the management of clients' service requests, ensuring that procurement activities are promptly carried out following the UN Women policies and procedures with a dedicated focus on clients' needs;

Manage the implementation of the procurement processes, monitoring system and mechanisms to eliminate deficiencies in procurement across the region.

Oversee the development and implementation of sourcing strategy and automatized procurement tools:

Develop and manage a roster of suppliers, elaborate supplier selection and evaluation, quality, and performance measurement mechanism;

Keep abreast of ongoing LTAs and promote the use of LTAs in the region;

Manage the automatized corporate e-procurement systems;

Consolidate business requirements to identify the need for the establishment of strategic/long-term agreements at the regional level.

Required Skills and Experience

Education and Certification:

related field is required;

A first-level university degree in combination with two additional years of qualifying procurement management experience may be accepted in lieu of the advanced university degree;

Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset.

Experience:

  • At least 5 years of progressively responsible experience at the national or international level, in procurement;
  • Experience in leading a team is required;
  • Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably Oracle Cloud, is required;
  • Experience in general administration is highly desirable;
  • Work experience within the UN system is desirable.

Languages:

  • Fluency in English is required;
  • Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

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