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Background
The Commission implements an Aid Programme for the Turkish Cypriot community based on the Aid Regulation (EC No. 389/2006). The programme is managed by the Commission’s Structural Reform Support Service. The programme aims to facilitate the reunification of Cyprus by encouraging the economic development of the Turkish Cypriot community.
Based on a long-standing partnership and UNDP previous experience in implementing large and medium-size EU funded urban upgrading and infrastructure projects in the northern part of Cyprus, the European Commission requested UNDP to continue supporting this type of infrastructure projects through the establishment of a new instrument called “Local Infrastructure Facility”.
The Facility will help identify, screen, mature, prepare for tender, and implement local infrastructure investments, targeting the funding on competitive basis to ensure best value for money and providing support also to those communities with a lower technical and administrative capacity. This will in turn result in a greater positive impact on the standard of living of local populations and increase the visibility of EU interventions in the priority areas.
The LIF Unit will be composed of a Project Manager, 2/3 Project specialist, Project Assistant and an operational unit for procurement and finance, ad – hoc consultants and pool of experts for preparation of masterplans/ designs and implementation of works. Moreover, synergies with the UNDP Cyprus will be established, in particular for the visibility and communication aspects.
The project is funded by the European Union.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Management of procurement processes
- Implementation of sourcing strategy and e-procurement tools
- Facilitation of knowledge building and knowledge sharing
The key results have an impact on the overall office efficiency in procurement management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
1. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
- Office procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
- Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.
- Synthesis of proposals and implementation of contract strategy in the office including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
- Implementation of the strategic procurement in the office including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement and performance measurement.
2. Manages and guides procurement processes for office and NEX/DEX projects focusing on achievement of the following results:
- Procurement Focal Point of the “Local Infrastructure Facility” project.
- Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation.
- Implementation of proper monitoring and control of procurement processes 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 UNDP rules and regulation.
- Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Management of procurement contracts including individual contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas for Purchase orders approval OR Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas (Buyer profile in Atlas);
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
- Proper control of the supporting documents and maintain centralized filing system for procurement documents including tenders, reports, bid securities, contracts and purchase orders.
- Elaboration of supplier selection and evaluation criteria, quality and performance measurement mechanisms.
- Review and quality assurance of the contractual documents drafted by the programme unit.
- Ensures proper control of project assets, implementation of physical verification and transfer of assets to the beneficiaries/grantees.
3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
- Management of e-procurement module.
4. Ensures facilitation of knowledge building and knowledge sharing in the CO 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.
- Sound contributions to knowledge networks and communities of practice.
Competencies
Core
Innovation
- Ability to make new and useful ideas work
Leadership
- Ability to persuade others to follow
- Self-development, initiative-taking
- Informed and transparent decision making
- Creating synergies through self-control
- Managing conflict
People Management
- Ability to improve performance and satisfaction
- Acting as a team player and facilitating team work
Communication
- Ability to listen, adapt, persuade and transform
Delivery
- Ability to get things done
Technical/Functional
Primary
Anti-Corruption
- Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations
Building Strategic Partnerships
- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
- Establishes and nurtures positive communication with partners
Job Knowledge/Technical Expertise
- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Analyzes the requirements and synthesizes proposals
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Client Orientation
- Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Actively supports the interests of the client by making choices and setting priorities to meet their needs
- Anticipates client needs and addresses them promptly
Ethics and Integrity
- Demonstrating/safeguarding ethics and integrity
Secondary
Knowledge Management
- Ability to efficiently handle and share information and knowledge
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
- Documents and analyses innovative strategies and new approaches
- Identifies and communicates opportunities to promote learning and knowledge sharing
Promoting Organizational Change and Development
- Demonstrate corporate knowledge and sound judgment
- Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
- Gathers and analyses feedback from staff
Design and Implementation of Management Systems
- Maintains information/databases on system design features
- Develops simple system components
Promoting Accountability and Results-Based Management
- Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
Required Skills and Experience
Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
- 2 years of relevant experience at the national or international level in procurement management.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems.
- Experience in FIDIC contracts and procurement procedures is considered as asset.
Language Requirements:
- Fluency in English is required.
Other:
- UNDP Procurement Certification Programme.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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