Job: RE-ADVERTISEMENT - UN WOMEN: PROCUREMENT SPECIALIST – POLICY SUPPORT

Location :

New York, UNITED STATES OF AMERICA

Application Deadline :

09-Dec-13

Type of Contract :

FTA International

Post Level :

P-3

Languages Required :

English

Duration of Initial Contract :

1 year

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of Deputy Director of DMA and under the direct supervision of the Chief of Procurement Section, the Procurement Specialist will be responsible for the review and development of new or existing policies and procedures in line with business requirements. S/he will act as advisory body and provide strategic and authoritative advises to UN-Women personal on the interpretation and application of procurement manual, policies and procedures. The Procurement Specialist function is a comprehension of capacity development activities to support the Organization and procurement reform, creating benchmark with other UN Agencies. The Procurement Specialist is expected to provide solutions to a wide spectrum of complex issues related to procurement, promote a collaborative, client-focused, quality and results-oriented approach in the section, work in close collaboration with internal and external stakeholders both at Headquarters and field levels for the successful delivery of procurement services.

Duties and Responsibilities

Summary of Key Functions:

• Facilitate the development and implementation of operational strategies in procurement and related areas;
• Plan and implement effective and efficient systems and policies that guide all operations related to procuring supplies and services;
• Review existing policies, procedures, systems and tools in the area of procurement and related areas to ensure that they reflect business requirements and comply with applicable regulations and rules;
• Build effective management relationship with internal and external stakeholders;
• Facilitate knowledge building and knowledge sharing.

Ensure the development and implementation of operational strategies focusing on achievement of the following results:

• Ensure review and development of new or existing policies in line with UN-Women's Strategic Plan and business requirements and as supported by related operations strategies;
• Assist headquarters and Regional/ Multi-Country and Country Offices in the development of procurement strategies in collaboration with supply chain stakeholders;
• Ensure oversight of existing policies affecting procurement and assess business needs related to their implementation;
• Formulate organization wide system requirements for reporting, oversight and other business requirements;
• Develop appropriate contract management / internal procurement tools or guiding materials for standardization and knowledge sharing purposes;
• Develop new policies and ensure benchmarking with other UN system agencies looking for innovative approaches among international organizations;
• Lead internal consultation prior to the policy proposals and organize peer reviews to ensure relevance of the proposed policies and procedures;
• Deliver on cost reduction through the identification, development, and execution of strategic sourcing initiatives;
• Act as advisory body to provide strategic advice to UN-Women personnel on the interpretation and application of procurement policies and procedures.

Conduct a reviews the standardization of the procurement management processes focusing on achievement of the following results:

• Review procurement plans received from business units to ensure that responsibilities are adequately designated; time and resources estimates are adequate;
• Management of procurement plans –organization wide- coordinate and consolidate the organization's requirement to identify the need for the establishment of Long Term Agreements (LTAs);
• Reinforce the procurement processes by creating benchmarks and review of supply chain cycles and micro-processes;
• Establish and implement control systems for procurement processes including organization of Invitation To Bid/Request For Proposal/Request For Quotations(RFQ, ITB, or RFP) throughout the procurement processes. Take action where standards or regulations are not met;
• Provide quality management support to headquarters and Regional/ Multi-Country and Country Offices in regards to the establishment of solicitation document e.g. review of solicitation document and relevant annexes for quality purpose, when required;
• Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform.

Review and develop new or existing policies, procedures, systems and tools in line with business requirements focusing on achievement of the following results:

• Facilitate the review and design of all procurement processes, in relation to existing and newly adopted policies;
• Simplify and streamline the procedures and processes while maintaining compliance with regulations and rules;
• Create models, matrices, tools, and workflows for all common procurement functions with intense collaboration with all stakeholders;
• Ensure processes, tools and templates are available in a user friendly and timely manner and posted in the procurement intranet;
• Identify the needs and establish strategic agreement with parties which result in efficiencies in line with financial and forecasting requirements;
• Ensure that activities for knowledge management; thematic groups, websites and other tools, which support the group, are current and sufficiently robust for the intended purpose;
• Ensure that policies and processes are supported by appropriate tools, templates and learning activities;
• Ensure compliance with UN-Women regulations, rules, policies, and procedures. Implement an effective internal control framework.

Build effective management relationship with internal and external stakeholders focusing on achievement of the following results:

• Coordinate access to information and follow up on all audit activities and observation for headquarters and Regional/ Multi-Country and Country Offices for the procurement function organization wide;
• Take the lead in dealing with questionnaires the section receives frequently from internal UN-Women stakeholders, other UN Agencies, donors and member states;
• Propose and/or initiate changes and improvements on policies and procedures based on information and recommendations received from relevant stakeholders;
• Work closely with team members ensuring performance and alignment of individual and team goals are align with the procurement objectives, and providing the appropriate coaching enabling a productive, innovative, and challenging working environment.

Facilitate knowledge building and knowledge sharing focusing on achievement of the following results:

• Ensure a compendium of learning programs available to staff that includes recognized certification programs and programs customized to UN-Women procurement training needs (i.e.: contract management, e-procurement, etc.);
• Ensure that the learning program leverages e-learning tools and other distance learning modalities that are cost effective and appropriate for the learning needs and outreach of the Procurement Section organization wide;
• Ensure timely reporting on all training and outreach activities are captured and reported;
• Provide specific support and trainings to UN-Women at headquarters and Regional/ Multi-Country and Country Offices;
• Elaborate and carry out a training plan for the section, focusing on collective as well as individual activities according to the necessities of the section and available resources;
• Synthesize lessons learned and best practices in the procurement of global and specialized goods and services;
• Make regular contributions to the Procurement Community Network and other learning networks;
• Provide leadership in the establishment of a reputation as the 'Centre of Excellence', which shares best procurement practices with other business unit;
• Supplement the operational capacity of Procurement Operations Support Section (as and when required).

Impact of Results:

The key results have an impact on the overall organization's efficiency in procurement and administration and success in the implementation of operations strategies. Accurate analysis and presentation of information, well- organized transparent procurement and administration processes ensure client satisfaction and timely delivery of UN-Women programmes/ projects. The information provided facilitates decision making of the management and learning capacity building and development of standardization of tools, systems, template including policies and procedures.

Competencies

Core values and Guiding principles:

Integrity:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional Competencies:

Knowledge Management and Learning:

• In-depth knowledge on development issues;
• Ability to advocate and provide policy advice;
• Actively works towards continuing personal learning and development in one or more functional areas, acts on learning plan and applies newly acquired skills;
• Operational Effectiveness;.
• Ability to lead procurement processes using ‘best practice' procurement methods, tools and approaches (including RFQ, ITB and RFP);
• Strong research and analytical skills to develop tools, methods and approaches to support improved practices and business processes;
• Ability to introduce strategic procurement approach to procurement planning and implementation including sourcing and contract management;
• Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
• Sound grasp of developing and preparing technical and legal contracts; managing and coordinating negotiations with all interested parties including in relation to contract disputes and claims;
• Demonstrate in-depth knowledge of Financial Regulations and Rules and Procurement rules, policies, practice and procedures of the United Nations.

Management and Leadership:

• Focuses on impact and result for the client and responds positively to feedback;
• Leads teams effectively and shows effective communication and conflict resolution skills;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates strong oral and written communication skills;
• Builds strong relationships with clients and external actors;
• Remains calm, in control and good humored even under pressure;
• Excellent team leadership spirit; solid experience in the management of people and systems in high-pressure environments;
• Demonstrates openness to change and ability to manage complexities;
• Advance knowledge of ERP (Enterprise Resource Planning) system (PeopleSoft or equivalent) and knowledge of IPSAS is desirable.

Behavioral:

• Demonstrates strong interpersonal, team-based and presentational skills in a multicultural, multidisciplinary and multi-sectorial environment;
• Demonstrated negotiation skills to facilitate negotiations of LTAs;
• Strong networking skills to ensure effective collaborative relationships between UN-Women and other UN agencies and with a diverse range of clients and suppliers.

Required Skills and Experience

Education:

• Master's Degree or equivalent in Business Administration, Public Administration, Operations, Supply Chain Management, Public Policies, or related field;
• Procurement Certification from International recognized institutions (e.g. CIPS-Chartered Institute of Purchasing & Supply) is an asset.

Experience:

• A minimum of five years of progressively responsible experience in procurement and supply chain management with a focus on development of procurement and/or public policies, including supply chain cycles and microprocesses, or related area is required;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in ERP (Enterprise Resource Planning) system (PeopleSoft or equivalent) and IPSAS is desirable.

Language Requirements:

• Fluency in oral and written English required;
• Knowledge of French and/or Spanish is an asset. Working knowledge of another UN official language is an asset.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment

Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Click here for important information for US Permanent Residents ('Green Card' holders).

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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