Procurement Officer

  • Mid-level, Full-time staff position
  • Posted on 4 April 2019
  • Bamako, Mali
  • Closing on 22 April 2019
  • Current

Job Description

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Head of Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

One of the main objectives of the Peace and Security Cluster is to rapidly deploy project personnel to the field. To accomplish this, it has established a Pool of Experts, from which it deploys and re-deploys personnel in order to fulfil personnel vacancies. A Pool of Experts is a roster of specialists whose technical knowledge and personal suitability has been evaluated and approved in advance, allowing them to be deployed on short notice and in short order. Pool members can be deployed on any of UNOPS contract modalities: FTA, TA, or I-ICA (International Individual Contractor Agreement).

Background Information - Job-specific

Mali Programme

Mali is facing a problem of weapons and explosive hazard contamination, as a result of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council resolution 2423 (2018). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

  • Improve the protection of civilians and facilitate humanitarian assistance;
  • Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;
  • Reduce the explosive threat to MINUSMA and United Nations personnel.

Functional Responsibilities

Under the guidance and direct supervision of the Head of Support Services, the Procurement Officer is responsible for the development and implementation of strategic and effective procurement services reflecting international public procurement best practices, compliance with UNOPS procurement policy, rules, regulations and procedures, ensuring appropriate risk management and obtaining the best value for money for the acquisition of goods, services and the contracting of works.

He/she analyzes and interprets the respective rules and regulations and provides advice and solutions to a wide spectrum of complex issues related to procurement. The role requires deep understanding of procurement policy and processes and the Procurement Officer should be able to apply them to the appropriate situations.

In addition to responsibility for the deliverables of the work team, the incumbent’s work is focused on strategic relationship building and demand management, mainly referred to aggregation and dealing with complex organizational structures, preparation of business cases and understanding of the supply market, as well as sharing knowledge with projects in order to achieve reductions of costs and savings.

Maintaining the highest degree of personal and professional ethics, the Procurement Officer promotes a collaborative, client-focused, quality and results-oriented approach in UNMAS Mali.

The Procurement Officer works in close collaboration with the programme/project colleagues in the given geographical area and with UNOPS HQ personnel, particularly with the Procurement Group (PG), as well as the Government officials, to successfully deliver procurement services.

S/he supervises and leads procurement personnel to deliver work results, in close cooperation with the Head of Support Services.

1. Leads the development and implementation of procurement and contracting strategies for goods, services and works, focusing on achievement of the following results:

  • Appropriate application of UNOPS procurement governance framework (rules, regulations, policies and tools) in UNMAS Mali.
  • Provision of supply-market intelligence and analysis.
  • Procurement strategies, approaches and plans designed and implemented according to cost reduction and saving strategies, applying:
    • Expertise in market intelligence matched to business requirements;
    • Optimal Stakeholder management principles;
    • Sustainability criteria;
    • Appropriate work processes to individual cases.
  • Oversight and supervision of the implementation and results of strategic and routine procurement work plans in UNMAS Mali, covering Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management.

2. Manage and guide procurement processes for the acquisition of goods, services and the construction of works for UNMAS Mali, focusing on achievement of the following results, in compliance with the official procurement policies, rules, regulations and procedures:

  • Appropriate procurement modalities and instruments applied (e-sourcing, procurement and Rosters of Suppliers) based on individual case requirements, utilizing expert knowledge of procurement policies and instruments.
  • Creation, implementation and oversight of proper monitoring and control of procurement processes in UNMAS Mali and projects 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 UNOPS Procurement rules and regulations.
  • Preparation/review of solicitation documents, requests for awards and submissions to Contract and Property Committees (CPCs)
  • Procurement contracts and contractors optimally managed through supplier and contract performance management against agreed benchmarks and through agreed reporting mechanisms.
  • Implementation of internal control system.
  • Elaboration of comments regarding project audit reports of UNMAS Mali, when necessary.

3. Ensure introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

  • Creation, development and management of rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
  • Ensures that the e-sourcing tools are used in accordance with agreed goals and standards in this area.

4. Team Management

  • Facilitate the engagement and provision of high quality results and services of the team supervised through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.


5. Knowledge building and Knowledge sharing

  • Organize, facilitate and/or deliver training and learning initiatives for UNMAS Mali personnel on Procurement-related topics.
  • Lead and conduct initiatives on capacity development and knowledge building for procurement personnel, including network development, plans, learning plans and activities, procurement practice information and best practice benchmarking.
  • Oversee team’s contributions to Procurement knowledge networks and communities of practice including collaborative synthesis of lessons learnt and dissemination of best practices in procurement management.
  • Guide team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education/Experience/Language requirements

Education

  • Advanced Degree preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field with five (5) years of relevant experience or;
  • A First University degree in combination with a minimum of seven (7) years’ qualifying experience, may be accepted in lieu of the advanced university degree.
  • For those who do not have a degree in Procurement of Supply Chain Management, Chartered Insitute of Supply and Management (CIPS) or similar international Certification, is a distinct advantage.

Experience
  • A minimum of five (5) years’ professional experience at the international level or in combination with three (3) years at the national level, in advising on, implementing policies and procedures to deliver a range of complex procurement programmes and services is required.
  • Experience in the usage of computers and office software packages (MS Office) is required.
  • Experience in working with a range of stakeholders in developing and developed countries desired;
  • Personnel supervisory experience in procurement desired.
Language Requirement
  • Fluency in English (Reading, Writing and Speaking) is required.
  • Knowledge of French is an asset.

Competencies:

Integrity and Inclusion: Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Leading Self and Others: Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Partnering: Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Results Orientation: Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Agility: Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Solutions Focused: Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Effective Communicaton: Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations:

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
  • Mali is non-family duty station

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration:

Contract type: International Individual Contractor Agreement
Contract level: I-ICA 2 (ICS10)
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

About the Organization

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

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