Under the guidance and direct supervision of the Head of the Service Centre, the Head of Procurement will be responsible for the daily operations of the Service Centre Procurement Unit to ensure quality procurement and effective delivery of procurement services. The Stabilization Project having $580 Million budget requires an efficient and effective Head of Procurement for the Services Center who has strong technical knowledge and skills for the procurement of Civil works activities for complex project, Heavy equipment, Sub-Stations, Water treatment plants and Transmission lines. He/she analyzes and interprets UNDP Procurement guidelines, financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement in a rapidly changing politically changed post-conflict environment. The Head of Procurement/Procurement Specialist promotes a collaborative, client, quality and results-oriented approach in the Service Centre.
The Head of Procurements supervises and leads all staff in the Service Centre Procurement Unit including Procurement Specialists, National Procurement Officers and International and National Technical staff including (Civil, Electrical and Mechanical Engineers). Work in close collaboration with the Operations, Programme and projects teams in the CO, UNDP HQ and other for the successful delivery of procurement services.
In addition to international procurement of high value of goods and services in diversified sectors such as Civil works, security related equipment and services, electrical equipment and works etc; the incumbent will also be responsible for contracting non-governmental organizations (NGOs) for specific activities and strategic UNDP initiatives. He/She will be responsible to develop Roster of NGOs for different thematic areas thus ensuring timely delivery of Programme Implementation initiatives.
Duties and Responsibilities
Ensures management and implementation of operational strategies focusing on achievement of the following results:
Lead Service Center Procurement business processes including mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement.
Manage and Supervise procurement team leaders and ensure control of the workflows in the Procurement Unit and harmonization of the workflows for the procurement teams.
Elaboration/establishment of internal Standard Operating Procedures in Procurement and Logistics, control of the workflows in the Procurement Unit;
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies. Elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system for the Service Center.
Implementation of harmonized procurement services and, introduction of cost reduction initiatives/techniques for the Services Center;
Implementation of the strategic procurement in the Service Centre including sourcing strategy, supplier selection and evaluation, quality management, customer relationship managing the contract & contractor, legal considerations and payment conditions, risk assessment;
Conceptualization, elaboration and implementation of strategic procurement for the Service Center including sourcing strategies, supervise supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion and performance measurement.
Ensures efficient management of procurement processes for the Service Centre (FFS, ICRRP, LADP, and Mosul Dam) projects focusing on achievement of the following results:
Develop and consolidate Procurement Plan for all the Projects under Service Center and ensure proper monitoring and implementation as per the requirements;
Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
Implementation of proper monitoring and control of processes for acquisition of individual Consultants/Contractors under UNDP Individual Contracts (IC) rules and regulation including Reimbursable Loan Agreement (RLAs) and Third-Party Contractors/Consultants;
Review and ensure quality submission of procurement cases to the Review Committees; Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP); and Advisory Committee on Procurement (ACP);
Compile Review Committee observations and map out all the observations in order to address common observations to streamline future procurement cases;
Adoption of locally effective methods that respond to the complexities of the Iraq procurement environment and maximizes local procurement where this is most cost-effective and appropriate;
Continuous sensitization of Iraq vendors to UNDP procurement rules and procedures which will enhance national capacity to respond to UNDP procurement requirements as well as enhance bidders understanding of UNDP procurement rules and regulations.
Sourcing and assessment of Iraq Non-Government Organizations for selection and establishment of a roster of local implementation partners.
Design and implementation of proper monitoring system and control of procurement processes including organization of proper tracking systems to ensure timely procurement services and to eliminate deficiencies in procurement processes;
Monitor all off-track cases and take necessary corrective measures with the relevant case officers and guide to resolve any issues/bottlenecks for early completion of these cases.
In collaboration with the Head of Service Center, liaises on weekly basis with the stabilization advisors and Project Managers to review top priority cases and fast track them accordingly. Make efforts to remove any bottlenecks and suggest mitigation strategies.
Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) for all the finalized cases are created in Atlas System are duly prepared and dispatched. Timely corrective actions on POs with budget errors and other problems.
In collaboration with projects, manage procurement contracts including poor performance cases of contractors and other dispute cases.
Management, and implementation of sourcing strategy, e-procurement tools and risk mitigation focusing on achievement of the following results:
Proper Implementation and Management of the e-procurement tools in the Project as well as in the Country Office and approval of e-tendering events in ATLAS.
Lead the Development and management of the rosters of suppliers and NGOs. Elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Identify major risks in the procurement process especially in the context of crises countries such as Iraq and ensure risk identification at the early stage and develop mitigation strategies accordingly;
Report bidder collusion, fraud and corruption cases to the Head Stabilization and the Head of Service Center. Liaise with the Office of Audit and Investigation and report any cases related to Fraud, corruption and vendor collusion on need basis.
Ensures facilitation of knowledge building and knowledge sharing in the Service Center focusing on achievement of the following results:
Design and management of critical key performance indicators (KPIs) for the procurement teams.
Organization of training for the operations/ projects staff on Procurement.
Train Procurement staff on the E-Tendering Module and sourcing strategies through E-Tendering;
Organize trainings for vendors on E-tendering Module.
Enhance capacity and skills development of the staff through training and innovative measures.
Synthesis of lessons learned and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.
Ensure that all the procurement record is complete and up to date;
Ensure compliance with the audit requirements and supervise the record keeping up to the satisfaction of the Audit;
Ability to make new and useful ideas work
Creates new and relevant ideas and leads others to implement them
Ability to persuade others to follow
Plans and acts transparently, actively works to remove barriers
Ability to improve performance and satisfaction
Models high professional standards and motivates excellence in others
Ability to listen, adapt, persuade and transform
Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others
Ability to get things done while exercising good judgement
Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions
Procurement: The ability to acquire goods, services or works from an outside external source
Anti-corruption: Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations
Quality Assurance: Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled
Service Delivery:Coordination Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP
Sourcing:Ability to find, evaluate and engage suppliers of goods and services
Supplier Management: Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
Logistics: Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Project Management, Administration, Economics or related field.
7 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)
Experience and knowledge of E-Procurement tool is a must
CIPS Level-IV certification is compulsory
Proficiency in English is required
Working knowledge of Arabic is desirable
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