Procurement Advisor (Team Lead - Public Procurement Specialist)

Job Description

Dutystation: Port Moresby, Papua New Guinea

Functional responsibilities

1. Project Delivery and Performance
2. Procedures
3. Monitoring and reporting
4. Stakeholder engagement
5. Quality assurance
6. Knowledge management and innovation
7. Personnel management

• Develop, complete and update implementation plan(s)
• Implement the approved plan (including the establishment of milestones) within tolerances set by the Project Board.
• Carry out a capacity needs assessment and, based on the results, design, develop and implement a capacity development framework, including a professional development plan and learning materials, for the Commercial Support Services Branch of NDOH and through NDOH for the PHAs;
• Review, in collaboration with the Commercial Support Services Branch, existing systems and determine the governance requirements to achieve a robust system for planning and tracking NDOH procurement over the procurement life cycle with an emphasis on contract management and capacity development outcomes:

• Main stakeholders (including supporting functions, i.e. Finance, Human Resources, IT, etc) related to areas to be further assessed with the Procurement Efficiency Assessment Tool:
• Legislation, Regulation and Procurement & Supply Chain Management Strategy
• Defining requirements, Forecasting & Planning
• Sourcing
• Solicitation/Ordering (Procurement)
• Payment & Contract Management
• Receive & Inspect
• Logistics – Warehousing, Inventory Management procedures and systems, distribution and transportation strategies
• Use and Disposal
• Supply Chain Performance
• Organization, Skills & Culture
• Information System & Technology
• Facilities, utilities and Equipments
• Sustainability, gender and environmental resilience
• Other relevant health procurement stakeholders (relevant government officials, donors, civil society groups and other groups relevant to the mission
• Current status of procurement planning, implementation, and monitoring of processes, including current Key Performance Indicators (KPIs)
• Policies and procedures in place (as well as modifications in process)
• Availability of and accessibility to data

• Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.
• Manage the production of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
• Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan.
• Liaise with any external suppliers or account managers
• Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to senior management/ Project Board so that maximum benefit to partner(s) and other stakeholders is achieved
• Provide surge support in procurement activities as required. Provide procurement-related advice for procurement processes, without participating in decision-making.

• Prepare/adapt all relevant plans for approval by the Project Board.
• Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan
• Ensure maintenance of the project files and lessons learned are recorded
• Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
• Understand and manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the project
• Understand the unique structures of the UN and budget appropriately for personnel
• Manage expenditures against the budget (based on accurate financial reports)
• Where the senior Project Manager has no delegation as a committing officer, s/he retains these responsibilities and will monitor and instruct/request others to carry out the relevant commitments and disbursements.
• For project closure purposes, provide a formal handover of the project to the closure manager
• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations

• Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
• Monitor project progress ensuring that work packages are being executed properly
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
• Maintain diaries and progress reports as required by the organization’s standard procedures.
• Provide routine oversight and analysis of delivery data within the dashboard system.
• Ensure all project team members track and regularly update milestones and targets for the duration of projects’ life span

• Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
• Work with key stakeholders to assess the weaknesses in the governance structure of the current inventory management system and facilitate a joint plan to achieve agreed deliverables to demonstrate efficiencies in supply and distribution mechanisms
• Assist the NDOH’s Commercial Support Services Branch in its role as the Secretariat of the NDOH-led Special Procurement Committee, helping to set up the system for efficient preparation, undertaking and follow-up of the meetings; and
• Assist the NDOH with completing procurement oversight and good governance during Technical Evaluation processes and Committee Meetings. If needed, the incumbent from UNOPS may be present as a non-participating observer during Committee Meetings, solely to support learning purposes and provide feedback on the implementation of procedural aspects discussed during evaluation meetings. The incumbent cannot actively participate in formal NDOH processes.
• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover outputs.
• Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications

• Work with internal stakeholders to ensure projects comply with audit requirements
• Work with procurement/purchasing staff to ensure effective interface with suppliers’ quality systems
• Coordinate quality reviews of project documents and deliverables
• Provide quality control for management outputs (project documents, reports, etc.)

• Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
• Actively interact with other Project Managers and the wider PM community to share case studies, lessons learned and best practices
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice
• Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.

• Lead and motivate the project team
• Select, recruit and train the team as required, taking into account gender parity and diversity objectives.
• Ensure that behavioural expectations of team members are established
• Ensure that performance reviews are conducted fairly, accurately and timely
• Ensure safety and security for all project personnel and comply with UNDSS standards
• Create, foster, and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards, and commitments.

Impact of Results

The Procurement Advisor directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs, and improving success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Education/Experience/Language requirements

• An Advanced University Degree is required, preferably in Procurement, Supply Chain Management, Public Administration, Engineering, Health Service Planning, or related fields.
• A combination of a Bachelor’s Degree with an additional two (2) years of relevant work experience will be accepted in lieu of the education requirements outlined above.

• Certification in Project Management (PRINCE2, PMI, etc.) is an asset.
• Professional certification from an accredited institution ( PEng., CEng. , etc) is an asset.

• A minimum of seven (7) years of experience in procurement or contracts management, supply chain management, or a related field.
• Above experience must include at least 2 years of demonstrated experience in providing expert advice and support in public procurement.
• Demonstrated experience in managing teams and change management, experience facilitating adult learning in the workplace.
• Proven experience leading public sector reform, responsive supply chain management, and capacity development programs, ideally in health service delivery.
• Experience in developing procurement strategies.
• Prior experience in program oversight, including coordination with national stakeholders.
• Strong analytical capabilities with the ability to manage tasks associated with the development of projects.
• Experience in risk management.
• Experience in writing reports, performing data analysis, and writing technical documents.
• At least 2 years of experience in developing countries is required.

• Experience/knowledge in health procurement or medical procurement is a strong asset. Ideally in public sector health service delivery.
• Knowledge of quality assurance methodologies.
• Fidic certification; other procurement certificates will be an advantage
• Prior experience working in international organizations, international development, post-disaster and/or emergency contexts.
• Experience in Southeast Asia and/ or Papua New Guinea is a strong asset.
• Experience working in multicultural teams.
• Knowledge of Google Suite applications.
• Experience using ERP systems is an added advantage.

Language Requirements:

• Full working knowledge of English is essential.

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.