Duties and Responsibilities
Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
Implements strategic procurement for GF, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management;
Provides researched information for formulation and Implementation of contract strategy for GF grant project including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
Assists in the input of timely and proper preparation of procurement plans for the different GF grants and establishment of their deadlines.
Organization of procurement processes focusing on achievement of the following results:
-Prepares procurement plans for the office and projects and their implementation monitoring;
-Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
-Prepares purchase orders and contracts in and outside Atlas/Quantum, preparation of Recurring Purchase orders for contracting of services, vendors' creation in Atlas/Quantum. Buyers profile in Atlas;
Reviews of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Implements the internal control system which ensures that Purchase orders are duly prepared and dispatched; and Timely corrective actions on POs with budget check errors and other problems.
Implementation of sourcing strategy and e-procurement tools:
-Develops and update the rosters of suppliers, implementation of supplier selection and evaluation.
Organization of logistical services focusing on achievement of the following results:
-Together with administration or programme, organizes travels, including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements;
-Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel, and conference facilities surveys.
Ensures Facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
-Organization of trainings for the operations/ projects staff on Procurement;
-Synthesis of lessons learnt and best practices in Procurement; eKx39ZU D0LPS3
-Maintaining electronic and hardcopy files and records to ensure proper documentation;
-Maintaining up to date procurement tracking tool and report to PSM manager as and when needed; and assist in preparing documentation for procurement audits;
-Performs any other roles as may be prescribed by the supervisor and the PSM Manager.
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