Background

UNDP has worked in Mozambique since 1976, with the formalization of a cooperation agreement between UNDP and the Government of Mozambique. The Standard Basic Framework Agreement was signed in 1976, in less than a year after Independence, and establishes UNDP’s presence in the country.

Programme priorities have been defined with national counterparts. UNDP focus is aligned with UNDP Strategic Plan 2022-2025, namely, a) Structural transformation accelerated, particularly green, inclusive, and digital transitions, b) No one left behind centering on equitable access to opportunities and a rights-based approach to human agency and human development, c) resilience built to respond to systemic uncertainty and risk and its six signatures solutions, Poverty and inequality; Governance; Resilience; Environment, Energy and Gender equality, focusing on three interlinked and transformative pillars:

• Supporting resilient and inclusive economic recovery and diversification, and sustainable livelihoods.
• Strengthening climate resilience and the sustainable use of natural resources.
• Promoting inclusive governance, justice, human rights and peace and social cohesion.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.  Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

The programme is structured around the ‘four Ps’ of the sustainable development goals (SDG) agenda. The theory of change suggests that an issues-based approach simultaneously promoting inclusive prosperity, equitable and sustainable management of natural resources (planet), and underpinned by governance systems that guarantee peace, stability, and social cohesion, is the most effective strategy for reducing poverty, improving living conditions and creating greater opportunities for all Mozambican people. The programme strengthens the focus of the PQG and other strategic plans on reducing poverty and inequality through promoting inclusive, equitable and sustainable development and economic diversification, thereby contributing to SDGs 1, 10 and 16. In alignment with the Istanbul Programme of Action, the aim is to make growth more sustainable and less vulnerable to external shocks, and to reduce potential conflict by creating greater, more inclusive employment and livelihood opportunities. Emphasis is placed on maximizing opportunities for women as agents of change as well as youth, and the poorest quintile.

Sustaining inclusive economic growth will require natural resource wealth to be safeguarded through sustainable management and used transparently and equitably to support economic transformation and diversification that benefits poor communities. The vulnerability of Mozambique to climatic hazards will be reduced by strengthening resilience and recovery capacity. Sustainable growth and inclusive development are only possible in an environment of peace and stability.

Geographically, UNDP focuses on Gaza, Sofala and Cabo Delgado provinces, where it has a long-established presence and strong relationships with local authorities, communities and civil society organizations. These provinces are exposed to natural hazards and the impact of natural resource extraction on both the environment and on local communities, which negatively affect sustainable human development. Other provinces where specific climatic and environmental issues exist will also be targeted.

Position Purpose

Under the guidance and direct supervision of the Procurement Specialist (Head of Procurement), the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO.

The Procurement Associate promotes a client-focused, quality and results-oriented approach in the Unit. The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

The key results have an impact on the overall CO efficiency in procurement and success in implementation of operational strategies.  Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery of UNDP programmes/projects. The information provided facilitates decision making of the management.

Key Duties and Accountabilities

1. Ensures administration and implementation of the operational strategies focusing on the achievement of the following results:

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper functioning of a client-oriented procurement management system;
• Contributes to CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit in collaboration with the Head of Procurement;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with direct supervisor;
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

2. Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on the achievement of the following results:

• Contribution to the preparation of procurement plans for the office and projects and their implementation monitoring for the projects the staff will be appointed for;
• Organization of 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;
• Preparation of Purchase orders and contracts in and outside Quantum, support vendors’ in their self-service registration in Quantum;
• Submissions of procurement processes to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• 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;
• Contribute to presentation of researched information on procurement in the CO;
• Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies;
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures implementation of a sourcing strategy and e-procurement tools focusing on the 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 the e-procurement system on areas related to his/her cases.

4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on the achievement of the following results:

• Participate in organization of training for the operations/ projects staff on Procurement;
• Organize procurement training for vendors on e-procurement modules;
• Participate in synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

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

Supervisory/Managerial Responsibilities: None

Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline;

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements;

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback;

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible;

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident;

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships;

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

Procurement: 

• Sourcing
  • Ability to find, evaluate and engage suppliers of goods and services.
• Financial Analysis
  • Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
• Procurement Management
  • The ability to acquire goods, services or works from an outside external source.
• Stakeholder Management
  • Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Business Management: 

• Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs;
  • Provide inputs to the development of customer service strategy;
  • Look for ways to add value beyond clients’ immediate requests;
  • Ability to anticipate client’s upcoming needs and concerns.
• Risk Management
  • Ability to identify and organize action around mitigating and proactively managing risks.
• Communication
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Required Skills and Experience

Education:

• Secondary education is required;
• A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement;
• CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will  have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be  obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time  of application will have a proportionate advantage.

Experience, Knowledge and Skills:

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level;
• At least 3 years in managing public sector procurement of goods and services would be an advantage;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems such as ERP is required;
• Specialized training in procurement is desirable;
• Experience in procurement in international organizations (NGOs, Bilaterals, World Bank, EU/USAID Funded projects) is an asset;
• Experience in e-procurement is an advantage;
• Experience in working with multiple stakeholders is an asset;
• Sound background of UNDP procurement UNDP rules and regulations is an asset;

Language:

• Fluency in English and Portuguese required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Scam alert

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