United Nations Development Programme (UNDP)

Procurement Officer (Activating Village Courts Project)

United Nations Development Programme (UNDP)

Job Description

The Village Courts Act 2006, later amended on September 2013, entrusts Union Parishad (UP) to offer justice services for both petty civil and criminal disputes in nature within the pecuniary jurisdiction of BDT 75,000. This justice delivery service aims to enable local peoples resolving their petty disputes and conflicts amicably at their door steps for establishing local peace and harmony for broader development and human rights establishment. After successful implementation of the pilot phase of Activating Village Courts in Bangladesh (AVCB) project (2009-2015), Local Government Division (LGD) of the Ministry of Local Government, Rural Development and Cooperatives (MoLGRD&C) has initiated Phase II of AVCB Project (herein after AVCBII), a four year (2015-2019) intervention, with financial and technical support of Government of Bangladesh, UNDP, EU and Danida, covering 1,080 UPs across the country. The overall objective of the project is to improve access to justice for disadvantaged and marginalized groups in Bangladesh. The project will be implemented under the National Implementation (NIM) modality and expected output of the project is the village Courts in selected UPs are activated, functioning and responsive to the needs of the justice seekers at local level. Programmes are targeted to create awareness among the community members, service providers and other relevant stakeholders about village courts and its functions through a number of awareness-raising and community mobilization initiatives. Besides, the project will develop an outreach strategy which responds to the different needs and information sources for different segments of the population. There are 5 technical components such as Program Coordination, Capacity Building, Communication & Advocacy, Legal Reform and Monitoring and Evaluation. Involving national institutions like NILG, PATC, JATI, BPA, etc. the project has a plan to build up the capacity of the institutional stakeholders on village courts. Besides, as a part of implementation strategy it will include NGOs/CSOs to help LGD for grassroots level capacity building, social mobilization and eventually activating village courts under the technical support and supervision of Project Management Team. Duties and Responsibilities The Procurement Officer will report to National Project Coordinator and work under the overall guidance of Operations and Procurement Manager –, and in close coordination with respective UNDP cluster and CO Operations. S/he will be responsible to provide support for planning, implementing and managing procurement related activities. S/he will have the following specific duties and responsibilities:
  • Hold the responsibility of the entire procurement portfolio of AVCBII with the guidance of Operations & Procurement Manager and National Project Coordinator;

  • Compile component wise procurement plans and prepare project annual procurement plan, coordinate with Project Management, CO Procurement Unit and LGD for making sure the procurement is done as per the plan;

  • Assess the procurement needs for the Village Court project and monitor all procurement requirements during the reporting period both under UNDP and GoB to achieve the AWP target;

  • Lead the procurement process both under UNDP and GoB and will ensure timely procurement of goods including printing materials and services to facilitate the project implementation smooth and success; ;

  • Maintain coordination with relevant components of the Project to ensure that the required procurements are accomplished according to the procurement schedule and work plan;

  • Follow up with different Components of the projects for mobilizing them, as and when required, for ensuring procurement requisitions are raised , processed and award the PO and/or contract as per UNDP and/or GOB rules;

  • Ensure the compliance of UNDP procurement rules, regulations and procedures as well as the GoB rules (PPR 2008) and policies as applicable/relevant for respective procurement;

  • Elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;

  • Improve the filing system in the procurement unit and ensure e-documentation system;

  • Deals with the preparation of RFQ/RFP or other solicitation/bidding documents, its evaluation, contract award and contract management etc. in line with PPR-2008 and UNDP procurement rules and regulations;

  • Oversee the preparation of E-requisition, Purchase Orders and Contracts in and outside Atlas, preparation of recurring Purchase Orders for procuring goods and services, deal with vendors’ creation and buyers profile in Atlas;

  • Implement the internal control system which ensures that Purchase Orders are duly prepared and dispatched, corrective actions on POs with budget check errors and other problems.

  • Development and update the rosters of suppliers, complete the process of supplier selection and evaluation.

  • Prepare quarterly reports on procurement progress for every quarter both for GoB and UNDP;

  • Follow Standard Operational Procedures (SOP) on procurement under micro purchase to ensure compliance of relevant rules & regulations as well as increase efficiency and transparency;

  • Deal with TEC and TOC Committee for procurement, and also with Purchase Committee for direct/cash purchase under GoB and UNDP, developed necessary project template for RFQ and EOI etc.;

  • Oversee the record keeping and file management of procurement related matters efficiently;

  • Initiate the files for formation of procurement committee and maintain liaison with the members of the committee to accomplish the evaluation process on time;

  • Organization of training for the operations/ projects staff on Procurement both for GoB and UNDP;

  • Accomplish the work assigned by the supervisor as and when required

Competencies Corporate Competencies:
  • Demonstrate integrity by modeling the UN’s values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation (UNDP core ethics) impartiality.

  • Promotes the vision, mission and strategic goals of UNDP

  • Displays culture, gender, religion, race, nationality, age sensibility and adaptability

Functional Competencies: Management and leadership
  • Maintain relationship with primary and secondary stakeholders, focus on impact, response positively and give feedback timely & also timely response to queries

  • Dealing capacity with high-level government officials, technical specialists, Programme and Operations Clusters and Management of UNDP.

  • Demonstrate good oral and written communication skills

  • Demonstrate openness to change and ability to manage complexities

  • Demonstrate administrative skills and demonstrated results-oriented approach to work.

Development and Operational Effectiveness
  • Strong administrative and analytic skills in procurement process along with ensuring compliance of the procurement rules and procedures properly;

  • Ability to maintain records, skills of compliance of the procurement rules and regulations both under UNDP and GOB as well as communication and presentation skills are required.

  • Ability to accommodate cultural sensitivity and respect human rights and gender issues in the workplace. Ability to work in a multi-cultural environment

  • Computer and internet expertise is mandatory.

  • Ability for establishing and maintaining good working relationships to facilitate work goals.

Knowledge Management and Learning
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan.

  • Excellent communication skills (written & oral), sensible responsive to all partners, respect and helpful relation with all UN/UNDP and project staff

  • Promote a learning Environment

  • Political, cultural sensitivity and commitment to diversity

Required Skills and Experience Education
  • Minimum Bachelor degree in Accounting/Management/Finance/International Relations or any other social science related subject.

  • Minimum 5 years of relevant experience in procurement preferably in national/international development projects under GoB and/or UNDP is essential.

  • Familiar with procurement rules, regulations and policy under GoB and UNDP;

  • Experience of working in UNDP projects for procurement would be considered as strength;

  • Knowledge on the Public Procurement Rules is essential;

  • Experience with project management and partnership approach with GoB would be considered an asset;

  • Experience in the usage of computers and skill in MS Office software packages including MS Word, MS Excel, Power Point, typing skills in Bangla and English is must;

Language requirements: Fluency in written and spoken English and Bangla are essential. Disclaimer Important applicant information All posts in the SC categories are subject to local recruitment. Applicant information about UNDP rosters Note: 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. Note: UNDP is committed to achieving workforce diversity in terms of gender, ethnicity and culture. Individuals from minority groups, indigenous groups and people living with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
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