Procurement Specialist (Contracts Management)

In addition to responsibility for the deliverables of the work team, the incumbent’s work is focused on strategic relationship building and demand management, mainly referred to aggregation and dealing with complex organizational structures, preparation of business cases and understanding of the supply market, as well as sharing knowledge with projects in order to achieve reductions of costs and savings.

Maintaining the highest degree of personal and professional ethics, the Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in ESO.

The Procurement Specialist works in close collaboration with the programme focal-points/colleagues and with UNOPS HQ and PSC personnel, particularly with the Procurement Group (PG) and PROT, as well as the Government officials, to successfully deliver procurement services.

Key Expected results:

1. Development of procurement plans and contract management plans, and Implementation of procurement strategies.
2. Management and oversight of procurement processes including managing contracts to ensure compliance with UNOPS rules.
3. Implementation of sourcing strategy and e-procurement tools.
4. Team Management.
5. Facilitation of knowledge building and knowledge sharing.  

1.     Development and implementation of procurement and contracts management plans and contracting strategies for goods, services and works, and development of contract management plans for professional service contracts, focusing on achievement of the following results:

• Apply appropriate application of UNOPS procurement governance framework (rules, regulations, policies and tools) in UNMAS programmes supported by ESO.
• Procurement strategies, approaches and plans designed and implemented according to cost reduction and saving strategies, applying:

• Oversight and supervision of the implementation and results of strategic and routine procurement workplans  in  UNMAS  ESO  supported  programmes.

• Apply appropriate procurement modalities and instruments (e-sourcing, procurement and Rosters of Suppliers) based on individual case requirements, utilizing expert knowledge of procurement policies.
• Conduct bidding processes (RFQ, ITB or RFP), in full compliance with UNOPS Procurement rules and regulations. Prepare/review of solicitation documents, requests for awards and submissions to Contract and Property Committees (CPCs).
• Develop a management plan for all UNOPS mine action contracts in country including, but not limited to, verification of insurance and goods procured, evaluation of subcontractor’s personnel qualifications, monitoring delivery of contractual terms, certification of reports and payments, and issue of contract amendments, verification of services delivered against contractual requirements, alignment of specifications and standards.
• Implementation of internal control systems and a quality plan for each contract ensure compliance with contractual terms and conditions; identify solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations. Advise senior management on any potential issues and recommend remedial actions or solutions.
• Promote and support the implementation of the contracts through the development and maintenance of a positive, outcome orientated partnership with the contractors and the field programmes.
• Coordinate with Operations and Logistics staff in field programmes for logistical support to contractors, accreditation, licensing, verification of goods, monitoring of activities, and performance of the subcontractors when necessary.
• Convene meetings with contractors when necessary for negotiations; for the identification and early resolution of potential disputes.
• Make recommendations to the UNOPS Portfolio Manager for payments including reimbursable costs upon review of reports and comments from the Operations department.
• Ensure timely costs recovery from contractors for cashflow management purposes.
• Elaboration of comments regarding project audit reports in relations to procurement and contracts management and implement remedial actions, when necessary.

3.     Ensure introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Creation, development and management of rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Ensures that the e-sourcing tools are used in accordance with agreed goals and standards in this area.

4.     Team Management:

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

• Organize, facilitate and/or deliver training and learning initiatives for UNMAS ESO supported programme personnel on Procurement-related topics.
• Lead and conduct initiatives on capacity development and knowledge building for procurement and contracts management personnel, including network development, plans, learning plans and activities, procurement practice information and best practice benchmarking.
• Develop and maintain appropriate contract management tools, guidelines, business process mapping for knowledge sharing processes and business continuity.
• Oversee team’s contributions to Procurement knowledge networks and communities of practice including collaborative synthesis of lessons learnt and dissemination of best practices in procurement and contracts management.
• Guide team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

• Advanced Degree (Master’s Degree or equivalent) combined with five (5) years of relevant experience OR
• A First-Level University Degree (Bachelor’s degree or equivalent) combined with seven (7) years of relevant experience is required.

• Relevant experience is defined as experience in procurement, contracts management, supply chain, business administration or legal.
• Demonstrated professional experience at the international level or in combination with experience at the national level, in advising on, implementing procurement projects or on contracts management is desired.
• Demonstrated experience in working and building relationships with a wide range of stakeholders is desired.
• Chartered Institute of Supply and Management (CIPS) or similar international Certification is desired.

• Fluency in English (Reading, Writing and Speaking) is required.
• Knowledge of French (Reading, Writing and Speaking) is desired.
• Knowledge of another UN language is desired.