Procurement Officer [Open to Internal & External applicants]

UNDP is the leading United Nations organization fighting to end the injustice of poverty inequality and climatechange. Workingwithourbroadnetworkof expertsandpartnersin170countries wehelpnations to build integrated lasting solutions for people and the planet.

In Pakistan UNDP is working with the Government of Pakistan civil society national partners and the people of Pakistan to help find solutions to persistent development challenges. Its work derives from and contributestofouroutcomeareasoftheUnitedNationsSustainableDevelopmentCooperationFramework (2023-2027)whichinclude:governance;sustainableinclusiveandgreeneconomictransformation;climate change resilience and environment; and gender equality and womens empowerment. Supported by enablers UNDP uses a portfolio approach in Pakistan triangulating structural transformation leaving no one behind and building resilience.

UNDPs country programme document for Pakistan envisions that all Pakistani people are educated and healthy their well-being promoted and protected through economic opportunities jobs and a climate-resilientfutureinacountrywherewomenandgirlsaresafeandabletoexercisetheirrightsandtoputtheir trust in and benefit from improved governance.

UNDP PakistanworkswiththeGovernment and communities to develop and implement local solutionsto development an evolving development context UNDP supports the efforts of Government of Pakistantobuildamoreequitable prosperous peaceful andresilient society andtoachieveitsSDGs and COP25 targets.

Resilience Environment and Climate ChangeUnit (RECCU) is supporting projects across the country to respond to the growing threat of climate change to mainstream environmental concerns into national particular UNDP has sought to ensure that the poor have stronger capacities to manage adapt and challenge. It isagrowingproblemandisnowhittingthepoorest andthemost vulnerablefirstandhardest.

The 2022floods in Pakistan haveaffected 33million people resulted inthe lossof morethan 1700 lives displaced around 9 million men women and children and inundated almost one-third of productive agricultural land in Pakistan. These downstream challenges are compounded with institutional issues wherebytheGovernment ofPakistanrequiressupport fordevelopingoverarchingframeworkstostructure its flood response activities and technical expertise to set up and develop bankable projects establish standardizedmechanismsformonitoringandevaluationandenhancestrategiccommunicationsforpublic

@UNDP.

UNDPhasrespondedtothechallengebydevelopingandlaunchingaflagshipFloodRecoveryProgramme (FRP) to support the Government of Pakistans flood recovery and rehabilitation efforts. The Programme has four key objectives dealing with the following thematic areas:

• Restorationofhousingandaccessto/revivalofessentialcommunityservices.
• Restorationoflivelihoodsandincome-generatingcapacities.
• Restorationofgovernanceandservicedelivery.
• Acceleratedenvironmentalclean-upwithstrengthenedcapacitiesforDisasterRiskManagement.

The Procurement Officer will report to CO Procurement Specialist with a matrix reporting line to the FRP Operations Specialist and will work in close collaboration with the Programme Unit and project teams for resolving complex Procurement- related issues.

1. ProvidesupporttoprojectsindevelopingTORsand specificationsfocusing on following results:
   • ProvidecontinuouscoachingandsupporttostaffondevelopingTORsforconsultancies research work and technical services
   • Performresearchandmarketanalysistoprovidesupport torequestingunitsandprojectsin preparing specifications for goods and assets that are required to be procured.
   • ReviewandperformqualityassuranceofTORsandspecificationsdevelopedbytherequesting unit and projects before initiation of procurement process.
   • Buildthecapacitiesof stafftodevelopsuccinctcrispandclearTORsforrequiredservicesand specifications of goods giving details of deliverables time period qualification and experience requirements
2. Ensureadministration andimplementationoftheoperationalstrategiesfocusingon achievement of the following results:

• Full compliance with procurement activities with UN/UNDP rules regulations policies and strategies;implementationofeffectiveinternalcontrolproperfunctioningofaclient-oriented procurement management system
  • Elaborationofproposalsandimplementationofcostsavingandreductionstrategiesin consultation with office management.
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation managing the contractandcontractorlegalconsiderationsandpaymentconditionssourcingstrategysupplier selection and evaluation quality management e-procurement implementation.

3- Organizeprocurementprocessesassigned to theprojectfocusingonachievementofthefollowing results:

• Support projectteaminpreparationof procurementplanfortheproject anditsimplementation and monitoring.
• Organization of procurement processes including preparation and conducting RFQs ITBs or RFPsreceiptofquotationsbidsorproposalstheirevaluationnegotiationofcertainconditions of contracts in full compliance with UNDP rules and regulations.

• PreparationofpurchaseordersandcontractsinandoutsideQuantum/UNAllpreparationof Recurring purchase orders for contracting of services vendors creation in Quantum/UNAll. Buyers profile in Quantum/UNAll.
  • Reviewof procurement processesconductedbytheproject;submissionstotheContractAsset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Implementation of the internal control system which ensures that purchase orders are duly preparedanddispatched. TimelycorrectiveactionsonPOswithbudget checkerrorsandother problems.
  • Presentationofresearchedinformationonprocurementintheproject.
  • Preparationofcost-recoverybillsfortheprocurementservicesprovidedbyUNDPtoprojects.
  • KeepRecordandresponsibleforproperachievingofcompletedcasesatProcurementUnit Database.

4- Ensure implementationofsourcingstrategyande-procurementtoolsfocusingon achievement of the following results

• Developmentandupdateoftherostersofsuppliersimplementationofsupplierselectionand evaluation.
• ConductformalmarketresearchthroughExpressionofInterest(EOI)Pre-Qualifications Request for Information (RFI) and Open Announcements.
• Ensureeffectivecontractmanagementandriskassessment
• Establishcontractmanagementgroupandconvenemonthlymeetingsofgroup.
• Developautomatedsystemalertingcontractmanagersoncriticalcontractdatesandmilestones and process the contract amendments/extensions/variations when and where required.
• Providesupportandguidancetoprojectpersonnel incontractmanagementandresolvingissuesand disputes with the contractors/service providers/vendors.
• Managethecontract performanceofdifferentvendorsandescalatetoHeadofProcurement regarding occurrences of non-performance by the vendors.
• Managefinancialinstrumentssuchasbidsecuritiesperformancebankguaranteesand performance bonds.
• Conductriskassessmentofcomplexandhighvalueprocurementactionsforprogrammeand project and devise risk mitigation measures.
• Ensurefacilitationofknowledgebuildingand knowledgesharingintheCOfocusingon achievement of the following results:
• Organizeanddelivervarioustraining/coachingsessionsondifferentProcurementTopicsto Project and other operations personnel.
• Organizelearningsessionstocreateawarenessaboutprocurementrulesandregulations.
• Developflowchartsofprocurementmethodstodemonstratestepsinvolvedandrolesand responsibilities of staff.
• SynthesisoflessonslearntandbestpracticesinProcurement.
• Soundcontributionstoknowledgenetworksandcommunitiesofpractice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

The Procurement Officer will perform her/his duties under a matrix management arrangement. He/she will work under the direct supervision of the UNDP CO Procurement Specialist with a secondary reporting line to the FRP Operations Specialist.

• Personal CVorP11 indicatingallpast positionsheldandtheirmainunderlyingfunctions their
• durations (month/year) the qualifications as well as the contact details (email and telephone number) of the Candidate and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
• Acoverletter(maximumlength: 1page)indicatingwhythecandidateconsidershim-/herselftobe suitable for the position.
• Managersmayask(adhoc)foranyothermaterialsrelevanttopre-assessingtherelevanceof