Procurement Specialist (Internal Vacancy), IICA-2, PNG

UNOPS South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

Background on EAPMCO Papua New Guinea (PNG)

The EAPMCO Papua New Guinea was formed in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people. There are a number of projects currently in the pipeline which will expand the portfolio of existing projects for the office.

EAPMCO Papua New Guinea Project Information

Ongoing Projects

The PNG WASH Project is an EU funded initiative jointly implemented by UNICEF, Water PNG and UNOPS. The project budget for the UNOPS and UNICEF work is USD 12 M. In line with the Papua New Guinea National Water, Sanitation and Hygiene Policy (WaSH) 2015 – 2030, the proposed activity will contribute towards increased access to and utilization of safe, adequate and sustainable water supply, sanitation and improved hygiene practices in locations with high population concentrations (hospitals, schools, and major market places). UNOPS is responsible for the technical elements of the project including implementation of the infrastructure component.

Papua New Guinea Covid-19 Emergency Procurement is a $10.4 million project in COVID 19 emergency procurement project funded by the World Bank. UNOPS supports the Government of PNG’s testing capacity for COVID-19 and the implementation of strategies for post Covid recovery. This project includes the procurement and installation of incinerators in health facilities and supply, installation and commissioning of solar in hospitals.

Health Procurement Project PNG (Emergency TB): The World Bank in collaboration with the Government of Papua New Guinea, and the National Department of Health (NDOH), designed the Emergency Tuberculosis Project to both improve the quality and expand coverage of health services in Western Province, Daru Island and National Capital District (NCD). In collaboration with WHO, UNOPS supports the supply of medical equipment, consumables and other laboratory and medical supplies.

The Telefomin Rural Electrification Project is one of the projects funded by the Australian government (DFAT) and Implemented by UNOPS. The project’s main objectives are to develop practical and sustainable solutions to the provision of energy access in Telefomin. The aim is to provide a framework for an optimal set of technologies for the local mini-grid using a solar PV / hydropower hybrid system.

Pipeline Projects

UNOPS PNG office has a number of projects in the pipeline expected to be finalised throughout 2023. These are in the areas of health infrastructure and sustainable procurement, climate change resilient infrastructure and community development infrastructure projects.

Local context

In Papua New Guinea, the staffing contingent is expected to grow over the next few months to implement the current projects as well as pipeline engagements that are expected to materialize over the coming months in 2023.

Operational Context

Under the guidance and direct supervision of the Procurement Senior Manager, the Procurement Specialist is responsible for the development and implementation of strategic and effective procurement services reflecting international public procurement best practices, compliance with UNOPS procurement policy, rules, regulations and procedures, ensuring appropriate risk management and obtaining the best value for money for the acquisition of goods, services and the contracting of works.

He/she analyzes and interprets the respective rules and regulations and provides advice and solutions to a wide spectrum of complex issues related to procurement. The role requires a deep understanding of procurement policy and processes and the Procurement Specialist should be able to apply them to the appropriate situations.

The Procurement Specialist contributes to business development efforts by providing briefing materials and participating in business development meetings includinging meetings with potential clients.

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

The Procurement Specialist works in close collaboration with the programme/project colleagues within the assigned portfolio in EAPMCO and with UNOPS HQ personnel, particularly with the Procurement Group (PG), as well as Government officials, to successfully deliver procurement services.

Functional Responsibilities

Summary of Key Functions

1. Development and Implementation of procurement strategies
2. Management of procurement processes
3. Implementation of sourcing strategy and e-procurement tools
4. Team Management
5. Facilitation of knowledge building and knowledge sharing

Duties and Responsibilities

Under the general guidance and supervision of the Procurement Senior Manager, the incumbent responsibilities include the following:

1. Contribute towards the development and implementation of procurement and contracting strategies for goods, services and works, focusing on achievement of the following results:

• Appropriate application of UNOPS procurement governance framework (rules, regulations, policies and tools) in EAPMCO and Project operations.
• Provision of supply-market intelligence and analysis.
• Procurement strategies, approaches and plans designed and implemented according to cost reduction and saving strategies, applying:

– Expertise in market intelligence matched to business requirements;\

– Optimal Stakeholder management principles;

– Sustainability criteria;

– Appropriate work processes to individual cases.

• Oversight and supervision of the implementation and results of strategic and routine procurement work plans in EAPMCO, covering Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management.

1. Manage and guide procurement processes for the acquisition of goods, services and the construction of works for the EAPMCO, focusing on achievement of the following results, in compliance with the official procurement policies, rules, regulations and procedures:

• Sustainability embedded in the procurement process.
• Appropriate procurement modalities and instruments applied (e-sourcing, procurement and Rosters of Suppliers) based on individual case requirements, utilizing expert knowledge of procurement policies and instruments.
• Creation, implementation and oversight of proper monitoring and control of procurement processes in EAPMCO and projects including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS Procurement rules and regulations.
• Review and pre-clearance of solicitation documents, requests for awards and submissions to Contract and Property Committees (CPCs) for quality assurance purposes.
• Procurement contracts and contractors optimally managed through supplier and contract performance management against agreed benchmarks and through agreed reporting mechanisms.
• Implementation of Internal control system.
• Elaboration of comments regarding project audit reports of the EAPMCO’s, when necessary.

1. Ensure 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 PG goals and standards in this area.

1. Team Management

• Lead and manage the personnel in the assigned section/team within the Procurement business stream
• 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.

1. Knowledge building and Knowledge sharing

• Organize, facilitate and/or deliver training and learning initiatives for EAPMCO personnel on Procurement-related topics.
• Lead and conduct initiatives on capacity development and knowledge building for procurement personnel, including network development, plans, learning plans and activities, procurement practice information and best practice benchmarking.
• 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 management.
• Guide team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of results by the Procurement Specialist directly affects the overall efficiency of the region and specific project initiatives, in regards to procurement management, impacting the timely and effective implementation of the respective programmes and the EAPMCO’s operations. Timely, market-aware, and accountable delivery of services, ensures EAPMCO performance, efficiency and client satisfaction, which promote the image and credibility of the team and EAPMCO as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the given geographical area.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• Advanced Degree preferably in Procurement and/or Supply Chain Management, Law, Humanities, Commerce, Business Administration, Public Administration, Finance, Economics or related field.
• A First University degree in combination with a minimum of seven (7) years’ qualifying experience, may be accepted in lieu of the advanced university degree.
• Equivalent certification in Supply Chain Management, Procurement and Supply, Logistics or similar field in combination of qualifying experience may be accepted in lieu of an advanced university degree.
• Knowledge of UN/ /UNOPS Procurement Rules and Regulations is a distinct advantage.

Experience:

• A minimum of five (5) years’ experience in executing procurement processes in combination with a relevant advanced university degree or its equivalent is required.
• Experience in the international context (working in an international organization, working as an international personnel, etc) is required.
• Experience working in the Pacific countries is a distinct advantage.
• Personnel supervisory experience is required.
• Experience in the Procurement field in the UN Common system is a distinct advantage.
• Experience in the usage of computers and G Suite application is an advantage.

Language Requirements:

• Full working knowledge of English language is required.

Contract type, level and duration

• Contract type: International Individual Contract Agreement (IICA)
• Contract level: ICS-10/IICA-2
• Contract duration: Open-ended and subject to organizational requirements, availability of funds and satisfactory performance.
• Duty Station: Port Moresby, Papua New Guinea. Port Moresby is a family duty station

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Disclaimer: If the selected candidate is a national of the duty station, a Local Individual contractor Agreement will be issued.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
• Application is open only for UNOPS internal candidates.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.