Job Description

Under the overall guidance of the National Project Manager and supervision of the Administration and Finance Officer (AFO), the Procurement Assistant provides support in procurement of goods and services according to the approved procurement plan of the project.The Procurement Assistant (PA) works in close coordination with Provincial Project Implementation Units, Field Offices, MoCC and provincial line departments to ensure consistent implementation of the approved procurement strategies and plans complying with UNDP rules and donor’s requirements.The Government of Pakistan has recognized the threat from GLOFs in its National Climate Change Policy. 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 interventions proposed for scale-up by this project will be based on activities implemented in two districts that have demonstrated success. In these districts engineering structures like gabion walls have been constructed and automatic weather stations, rain gauges and discharge equipment have been installed. Rural communities receiving this support were able to avoid human and material losses from GLOF events. The proposed GCF project will expand coverage of interventions to fifteen districts in the 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. Duties and Responsibilities

Responsibility for all procurement related matters in the project, across federal, provincial and fields offices

Ensures implementation of effective procurement strategies

Ensures facilitation of knowledge building and knowledge sharing.

Responsibility for all procurement related matters in the project, across federal, provincial and fields office:

Act as the primary focal person for handling, on behalf of the project, of all procurement related issues;

Provide direct and advisory procurement services to PMU, PIUs and FOs, including management of end-to-end procurement processes;

Responsible for compiling consolidated annual procurement plans from all project offices and its implementation;

Ensure that UNDP and donor rules, regulations and procedures as they relate to procurement administration are fully adhered to;

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 within the project;

In close collaboration with Safeguards Specialist, 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;

Provide input into CO efforts in developing, implementing and maintaining standby cooperation agreements with relevant external providers of goods and services, to expedite deployment of equipment/services for the project upon urgent need;

Responsible for ensuring that incoming finance/procurement/HR/administration related cases from (PMU, PIUs and FOs) have reached relevant departments at UNDP and processed to facilitate timely implementation;

Assist with procurement activities and help identify most suitable procurement strategies to meet the identified equipment/service needs, in close liaison with UNDP operations team;

Review project plans for opportunities for consolidating and standardizing equipment/service needs of the project, including leveraging supply markets on the basis of consolidated need;

Conduct 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

Ensures implementation of effective procurement strategies focusing on achievement of the following results

Ensure full compliance with UN/UNDP rules, regulations, and procurement policies

Implementation of effective internal controls

Elaboration of project SOPs in procurement, in line with corporate rules and regulations, and ensuring regular trainings to PMU, PIU and FOs;

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 Procurement Management.

Synthesis of lessons learnt and best practices in procurement management.

Sound contributions to knowledge networks and Communities of Practice.

Competencies

Core

InnovationAbility to make new and useful ideas work Level 3: Adapts deliverables to meet client needs. LeadershipAbility to persuade others to follow Level 3: Proactively seeks and recognizes contributions of others. People ManagementAbility to improve performance and satisfaction Level 3: Appropriately involves team in different stages of work and decision-making CommunicationAbility to listen, adapt, persuade and transform Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation DeliveryAbility to get things done while exercising good judgement Level 3: Takes responsibility for addressing critical situations and delivering core value.

Technical/Functional

AdvocacyLevel 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Building Strategic PartnershipsLevel 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Client OrientationsLevel 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Job knowledgeLevel 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Data Analysis and VisualizationLevel 3: Ability to evaluate, transform and model data to derive relevant findings- undertake & provide analysis of data to assess Org performance and or global trends Monitoring and EvaluationLevel 3: Knowledge of methodologies, assessment tools, systems and apply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations Required Skills and ExperienceEducation: Higher Secondary School Certificate is required. however, Graduation in Business Administration will be preferred. Experience:At least 5 years of experience in related field;Proven experience with large value and complex procurement operations, development of tender documents, contract managementExperience with UN system/international organizations is an assetLanguage Requirements: Demonstrated proficiency in oral and written English and Urdu. Knowledge of other local languages is an asset DisclaimerHEC attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates will be required to present HEC attested degrees.Foreign Qualified Candidates: Foreign degree holders shall be required to(i) Present a verification/certification letter from the university verifying the degree & student enrollment,or(ii) Foreign degree Equivalence Letter from HEC. UNDP provides Equal Opportunity for all equally qualified male & female including the physically challenged candidates, female candidates are particularly encouraged to apply (local and internal VA) United Nations Development Programme (UNDP) does not charge fee at any stage of the recruitment. “UNDP has zero tolerance towards Sexual Harassment (SH) and Sexual Exploitation & Abuse (SEA).
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