Procurement Officer - UNODC at UNDP

• The Procurement Officer reports to the Operation Manager (DOA Officer for Procurement). The Procurement Officer provides technical and operational support to the supervisor and is responsible for managing the end-to-end supply function of a wide range of product groups for the CONIG office. The Procurement Officer will also involve the procurement processes as a buyer role in a timely manner in support of project/programme implementation. The supply chain operations include planning, procurement, and contracting in close coordination with project/programme teams and Logistics team ensuring timely customs clearance, warehousing, in-country transport, and distribution, using a methodical approach to monitoring of supplies and service ensuring timely delivery of quality product and service. The incumbent supports management collaboration with programmes in defining procurement interventions to meet the project/ programmatic needs and achieve results and provides technical and advisory support to the national partners on supply chain management relating to the project/programme activities.
• The Procurement Officer is responsible for ensuring service delivery to the CONIG project/ programmes and emergency response that is timely, responsive and appropriate; and achieves value for money while focusing on sustainable procurement elements.
• The incumbent provides guidance to and supervises the UNODC CONIG procurement function to ensure timely supply action in support of all CONIG project/programme implementation. Analyzes market trends, and supplier performance, and supports the DOA Officer for Procurement in the overall management of procurement of goods and service contracting function and may be tasked to support special projects as deemed appropriate. Provides oversight risk management support to ensure all Long-term Agreements are updated with zero expiration and all CONIG projects are executed in a timely manner.

Duties And Responsibilities

The incumbent will carry out the following tasks:

• Supervision of end to end procurement and supply chain delivery of a wide range of products/services in support of the implementation of CONIG project/programme activities:
• In consultation with the DOA officer for procurement, provide input to the CONIG office planning to advise on supply requirements. Contributes to the procurement component of the CONIG office. Works closely with all projects/programmes on supply planning/forecasting. Provides technical advice on Specifications/Terms of Reference/Statement of Works ensuring the appropriateness of products and services resulting in efficient procurement turnaround;
• Propose procurement strategies (using category management) and actions on local procurement and offshore (where applicable).
• Collaborate with all projects/programme teams in finding the appropriateness of products and/or suggesting the best alternative best suited for the purpose. Consult the UN Procurement Unit at HQ, UNGM, and local market to expand credible supplier sources.
• Generate periodic supply implementation report, and analyses and address bottlenecks while following up with relevant parties ensuring timely procurement implementation. Supervise and coach colleagues with the procurement roles.
• Ensure all procurement activities are in compliance with UN Financial Rules and Regulations and UN procurement rules and regulations. Supplies all applicable procurement policies, rules and procedures, if requested.
• Review requirements to ensure completeness and correctness, identify priority activities and assign tasks to relevant colleagues with the procurement roles in consultation with the DOA officer for procurement; adjust priorities as required; develop clear goals and resources to complete work on time
• Analyze the project implementation rates of key performance indicators and supply information/data from various systems and conduct root cause analysis of supply chain bottlenecks and challenges, with a view to drive improvements and ensure efficient and effective supply chains for all projects. suggests improvement plans based on past trends and future forecasts.
• Coach the colleagues with the procurement roles, and ensure timely performance management of staff. In collaboration with the UNPU at HQ and the global supply community, ensure knowledge sharing and learning are prioritized in order to continuously build the capacity of individuals and the team.
• Perform the buyer role (SA.03) in the Umoja system to ensure competitiveness, quality and conformity to specified requirements, clarify offers, negotiate with suppliers as appropriate develop and submit the PO in the Umoja system and closely monitor the procurement process, including shipments, deliveries and claims.
• Review procurement data ensuring all relevant supporting documents for Award Recommendation of Long Term. Agreement and/or purchase orders; prepare submissions for Contracts Review Committee
• Methodically maintains supplier performance evaluation with regular follow-up and reporting to supervisor while escalating bottlenecks and challenges.
• Keeps abreast of both local and international market dynamics of a wide range of products/services to strategize and propose the best procurement approach resulting in optimal outcomes.
• Participate in the development of an emergency supply & logistics strategy based on risk assessment analysis and the UNODC CONIG Office assumptions. Ensure an emergency supply and logistics preparedness action plan for the CO is established in line with the office strategies and implemented (establishment of relevant LTAs and frame agreements for strategic and critical supplies and services including for emergency response, prepositioning of stock, and training of staff in the country office).
• Support the DOA Officer for Procurement in providing guidance and collaborating with all project/programme teams and implementing partners proposing the best approach while identifying gaps and needs:
• Extend support in the development, review and implementation of the annual CONIG Acquisition Plan.
• Develop close collaboration with all project/programme teams through involvement in programme design, planning and preparation for implementation of the procurement components as well as monitoring and evaluation.
• Provide input to capacity development initiatives in the area of procurement for all project/program activities of the CONIG office in close collaboration with supervisor and programme colleagues. Support supply components of health systems strengthening as might be relevant in the country context.
• Prepare for review by the DOA for procurement, supply documentation to facilitate input to donor dialogue, and support the development of supply components of proposals to donors including budgeting and use of innovative financing mechanisms for supplies and services
• Consult and liaise with the UNPU, the UN Nigeria Procurement Network and UNGM to find synergy in procurement activities such as piggyback on other UN agency Long Term Agreements.
• Contribute to pilots and support the actual roll-out of new products and services, in close collaboration with supervisor and UNPU. Support initiatives to promote critical thinking, innovative approaches and good practices on supply chain management within the organization as well as with externals to ensure effective and efficient supply chains for procurement of the CONIG office.
• Function as the focal point officer of the CONIG office at the UN procurement network under the UN Operation Management Committee.
• Any other duties as may be required by the office from time to time

Competencies
Professionalism

• Knowledge of the UN financial and procurement rules and standards and of all phases of the UN procurement techniques and operations used in contracting for a diverse range of goods and services.
• Knowledge and understanding of concepts and approaches relevant to budgetary and demonstrable knowledge of database administration;
• Knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing;
• Ability to apply technical expertise to resolve a range of issues/problems;
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning And Organizing

• Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments for procurement; adjusts priorities as required; allocates appropriate amount of time and resources for completing work;
• Foresees risks and allows for contingencies when planning; monitors and adjusts procurement plans and actions as necessary;
• Uses time efficiently.

Client Orientation

• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect;
• Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
Required Skills and Experience

• Advanced university degree (Master’s degree or equivalent degree) in Business Administration, Management, Economics, Supply Chain Management, Procurement, Contract/Commercial Law or a related field is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• Diploma in Procurement and Supply (L-4), which is issued by the Chartered Institute of Purchasing and Supply certification (CIPS), or United Nations Development Programme (UNDP)/CIPS (L-2, L-3 and L-4) certificates are required.

Experience

• A minimum of two (2) year of progressively responsible professional experience in supply, procurement, contracting, administration and/or other directly related technical fields is required.
• Knowledge of a wide range of product groups and services and strong experience in the procurement of goods and contracting of services are required.
• Experience working with Enterprise Resource Planning (ERP) systems such as SAP and the UN Umoja system is required.
• Experience in emergency response from a procurement perspective is an advantage.
• Experience working in procurement processes and procedures in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies, funds and programmes), or other similar international organizations is desirable.