Logistics and Procurement Officer
JOB DETAIL
The Government of Pakistan has recognized the threat from GLOFs in its National Climate Change Policy and other relevant policies. GLOF and flood related hazards are already greater than what the national public finance can manage. To be able to strengthen capacities of vulnerable communities to address the GLOF issue urgently in the scale that is needed, the Government of Pakistan, with support from UNDP secured GCF resources to upscale ongoing initiatives on enhancing resilience of communities to climate change induced disasters in KP and GB, particularly GLOF risks. The Scaling-up of GLOF risk reduction in Northern Pakistan (GLOF-II) project expands coverage to 24 valleys of Khyber Pakhtunkhwa and Gilgit-Baltistan. It will strengthen the technical capacity of national and sub-national decision makers to integrate climate change and disaster risk management into medium- and long-term development planning processes. The project will also implement several infrastructural activities, including construction of small-scale infrastructures, rehabilitation of irrigation channels, slope stabilization through bioengineering and installation of Early Warning Systems (EWS). The project also focuses on preparing the most vulnerable communities of the Northern Areas on GLOF risk management through Community Based Disaster Risk Management (CBDRM) activities.
Under the overall guidance and supervision of the National Project Manager, the Logistics & Procurement Officer will provide support in logistics, procurement of goods and services according to the approved procurement plan of the GLOF-II project following UNDP guidelines, policies and procedures. S/he will work in close coordination with Provincial Project Implementation Units, Field Offices, MoCC and provincial line departments to ensure consistent implementation of the approved procurement strategies to support overall project delivery. S/he will also work in close coordination with UNDP procurement unit in timely procurement of goods and services though open and transparent processes.
The Logistics & Procurement Officer will report to National Project Manager, GLOF-II Project. S/he will work in close collaboration with the Provincial and Field project teams and UNDP Procurement Unit.
Responsibility for all logistics and procurement related matters in the project, across federal, provincial and field offices
- Act as the primary focal person for handling, on behalf of the project, all logistics and procurement related matters.
- Provide strategic role in logistics and procurement services to PMU, PIUs and FOs, including management of end-to-end procurement processes.
- Responsible for compiling consolidated annual procurement plans from the project and its implementation.
- Ensure that UNDP and donor procurement rules, regulations and procedures related to procurement administration are fully adhered to and complied.
- In liaison with UNDP central units, facilitate supply chain management and contribute to development and management of vendor agreements, procurement tools and resources, with input on project specific information.
- Conduct regular research for up-to-date market knowledge on major items for procurement and logistics within the project.
- In close collaboration with ESMP Officer and technical team, ensure that procurement processes embed environmental and social safeguards into procurement documentation already at design phase.
- Ensure through rigorous review of procurement documentation for enhancing internal efficiency and best value for money.
- Responsible for development of all bidding documentation, in close consultation with project technical experts, programme and operations teams.
- Responsible for ensuring that incoming logistics and procurement related cases from (PMU, PIUs and FOs) have reached relevant departments at UNDP and processed to facilitate timely implementation.
- Lead procurement activities and help identify most suitable procurement strategies to meet the identified equipment/service needs, in close liaison with UNDP operations team.
- Preliminary assessments of submitted bids, finalize bids responsiveness, timely finalization of documentation and technical panel formations.
- Review project annual work plans for opportunities and link it with UNDP procurement system for consolidating and standardizing equipment/service needs of the project, including leveraging supply markets on the basis of consolidated need.
- Conduct logistics and procurement processes leading to development of suitable procurement tools, systems, mechanisms and contracts that will ensure timely delivery of equipment/services to beneficiaries fulfilling the identified requirements.
- Analyse operational issues and contribute to assessments and operational planning for project deliverables, to ensure that all requirements are taken into consideration.
- Liaise with internal and external stakeholders to support operations management and contribute to effective service delivery.
- Adapt and implement logistics protocols and effective application of UNDP policies and procedures on logistics management.
- Determine the mode of transportation for project activities and make other important logistics decisions.
Ensures implementation of effective logistics and procurement strategies focusing on achievement of the following results
- Ensure full compliance with UNDP rules, regulations, and procurement policies.
- Ensure implementation of effective UNDP internal controls.
- Elaboration of project SOPs in logistics & procurement, in line with corporate rules and regulations.
- Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results
- Organization of training for project staff on operatons, logistics, procurement management and supply-chain.
- Provide relevant guidance and support and knowledge building to the Procurement Associate of the project.
- Synthesis of lessons learnt and best practices in logistics, procurement management and supply-chain.
- Sound contributions to knowledge networks and communities of practice.
Core competencies:
- Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
- Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
- Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
- Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
- Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
- Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Cross-Functional & Technical competencies
Business management
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
- Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
- Resource Management: Ability to find, allocate and utilize resources in a strategic or tactical way in line with principles of accountability and integrity.
Procurement
- Contract management: Knowledge of contract management, principles and methods, and ability to apply this to strategic and/or practical situations
- Procurement Management: The ability to acquire (shop/procure/purchase) of goods, services or works from an outside external source in an open and transparent manner
- Sourcing: Ability to find, evaluate and engage suppliers of goods, works and services
- Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- Advanced university degree (Master or equivalent) in Business Administration, Supply Chain Management, Finance, logistics and/or related fields is required OR,
- A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- Minimum 2 years (with Master’s degree) or 4 years (with Bachelor’s degree) of relevant experience in operations, logistics & procurement is required.
- Strong coordination and team management skills.
- Good knowledge of Word, Excel, PowerPoint and procurement tools.
- Highly organized, self-motivated and able to work independently, with the ability to manage multiple tasks simultaneously.
- Well-versed with MS-Project/Primavera
- Demonstrated experience in project administration, logistics, procurement, budgeting and supply-chain management on development programmes, donor-funded projects, public sector organizations and other national or international organizations.
- Knowledge on rules, regulations, policies, procedures, institutional structures, performance measurement and good practices of national and international public procurement systems
- Good communication, interpersonal and presentation skills.
- Previous work experience with government agencies is desirable.
- Procurement Certifications (e.g. UNDP CIPS 2 and 3) or equivalent is desirable.
Language Requirement:
- Fluency in English and Urdu is required.
