UNDP Procurement Specialist - Solomon Islands

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Eligibility criteria
Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task
Under the direct supervision of the Operations Manager, the UN Volunteer will undertake the following tasks:
1. Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
  • Solomon Office’s Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management (such as long-term agreements for travel, conference facilities, internet service providers and others) and Maintenance of existing LTAs
  • 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 and e-tendering use.
  • Support/participate in the conduct of post-procurement audit to ensure overall fiduciary management of projects and compliance to UNDP rules and procedures.
  • Initiate and Implement common procurement actions working with other UN agencies in Honiara.
2. Manages procurement processes for Solomon Islands Office, NIM / DIM projects and at the request of other Agencies focusing on achievement of the following results:
  • Coordinate preparation of procurement plans for the office and projects through the RBAP Portal – PROMPT.
  • 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 Atlas, preparation of Purchase orders and contract generation in Atlas for individual contractors,
  • Prepare submissions to the Contract, Asset and Procurement Committee (CAP) and Regional/Advisory Committee on Procurement (R/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. Timely closure of completed POs.
  • Presentation of researched information on procurement in the CO
  • Preparation of cost-recovery bills in Atlas for the procurement and travel services provided by UNDP to other Agencies and to development projects
  • Regularly touch base through systematic meetings and discussions to seek timely guidance from the Fiji procurement team.
  • Establish and manage a system to monitor timely execution and monitoring of contracts.
  • Conduct a periodic analysis of case studies to ensure bottlenecks are removed in a timely manner to expedite procurement processes.
  • Supports customary clearance procedures and other formalities for clearance of goods.
3. Ensures implementation of sourcing strategy and use of business process improvement tools focusing on achievement of the following results:
  • Development and update of the rosters of suppliers, consultants and NGOs, implementation of supplier selection and evaluation.
  • Implement e-tendering tool for conducting all international procurement actions.
  • Liaise with global shared service centers and Bangkok Hub to implement complex and large-scale procurement actions, based on project needs.
  • In consultation with the Bangkok Regional Hub, follow up on outstanding Travel and Expenses Module transactionsfor for the Solomon Islands Office.
4. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
  • Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; review of vendor set-up information in Atlas ensuring no duplicate vendors, and liaise with Finance team to ensure vendors banking details are properly filled
  • Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
  • Assistance in the preparation of DIM, HACT and Office audits.
  • Assistance to procurement related aspects of common services.
  • Acts as the Asset focal point and coordination of assets management in the office, timely preparation and submission of periodic inventory reports, liaise with the finance team who coordinates physical verification of inventory/assets items.
  • Coordination of the provision of reliable and quality office supplies
  • Implementation of Inventory and physical verification control in the CO and projects, ensuring attractive assets register is properly kept and updated
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Organization of trainings for the operations/ Programme and projects staff on Procurement.
  • Synthesis of lessons learnt and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice.
  • Coaching and capacity building of procurement staff in the office and projects ensuring effective knowledge transfer

Required degree level: Bachelor degree or equivalent
Education - Additional Comments:
Business or Public Administration. UNDP Procurement Certification – CIPS Level 2 is a requirement and if not certified, candidate must acquire this within 3 months of appointment
Required experience: 36 Months

Experience remark:
  • 3 years of progressively responsible procurement and administrative experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling of web-based management systems.
  • Familiarity with and fluency in UNDP corporate system, Atlas, is strongly desirable.

Language skills:
  • English(Mandatory), Level - Fluent

Area of expertise: Development programme/project administration, Procurement and contracting, Other premises management/maintenance, supply, or purchasing related experience
Driving license: No
Competencies values:
Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Creativity, Empowering Others, Ethics and Values, Integrity, Judgement and Decision-making, Knowledge Sharing, Leadership, Managing Performance, Planning and Organizing, Professionalism, Respect for Diversity, Self-Management, Technological Awareness, Vision, Working in Teams

Application procedure:
Please refer to the apply link.

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Apply Link Deadline 11-06-2020
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