Procurement officer

Mission and objectives

UNDP is the knowledge frontier organization for sustainable development in the UN Development System. It serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a continuous spectrum of in-depth local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

The United Nations Guiding Principles on Business and Human Rights (UN Guiding Principles) is widely recognized as the most authoritative, normative framework guiding efforts to reduce or eliminate the adverse impact of business operations on human rights. Experts have described it as the single most important innovation in promoting sustainable business practices in the last 25 years – a role that is reinforced by its inclusion as one of the Means of Implementation of the 2030 Agenda for Sustainable Development (2030 Agenda).

Context

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

The United Nations Development Programme (UNDP) is supporting the Government of Ethiopia in the implementation of the National Disarmament, Demobilization, and Reintegration Programme (NDRP) as part of broader efforts to consolidate peace and support recovery in conflict-affected regions. The NDRP is being implemented in diverse and politically sensitive settings, including Tigray, Oromia, Amhara, and other areas affected by conflict. These regions vary significantly in terms of their political dynamics, levels of insecurity, and the socio-economic realities faced by ex-combatants and host communities. In this context, the need for clear, consistent, and conflict-sensitive communication is paramount.

The dissemination of DDR objectives and progress must be tailored to regional specificities while ensuring alignment with national narratives. Misinformation, political contestation, and diverging public expectations pose significant risks to the credibility and perceived neutrality of the DDR programme. As such, strategic communication and risk analysis are critical to mitigating tensions, building trust, and maintaining the programme’s momentum.

Task description

Under the direct supervision of the Disarmament Demobilization and Reintegration Director (DDR), The Procurement officer will; Elaborate and manage the implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity, and transparency to achieve the best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls and a properly used client–oriented procurement management system.

• Compliance with CO Procurement business processes and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Project. Management Unit, harmonization of the workflows in the office.

• Elaboration and implementation of cost-saving and reduction strategies.

• Conceptualization, elaboration, and implementation of contract strategy in the DDR project, including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers. management of the contract and contractor, legal considerations, payment conditions, and risk assessment.

• Conceptualization, elaboration, and implementation of strategic procurement in the DDR project, including sourcing strategy, supplier selection and evaluation, quality management, customer. relationship management, e-procurement introduction and promotion, and performance measurement.

• Elaborate/establish internal public sector procurement Standard Operating Procedures (SOPs), mapped PSP/F procurement business processes, and harmonized workflows within the Procurement unit and the broader CO.

• Discuss procurement strategies and plans with projects and other implementing partners and donors to ensure mutual alignment and compliance with each party’s rules and regulations. Ensures efficient management of procurement processes for the DDR programme.

• Timely and proper preparation of procurement plans for the project, establishment of the deadlines, and monitoring of their implementation.

• Establishment and implementation of a proper monitoring system and control of procurement processes, including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.

• Ensure that procurement cases are submitted to an oversight committee as per UNDP delegation of procurement authority to: Asset and Procurement Committee (CAP), Regional Advisory Committee of Procurement (RACP), and Advisory Committee on Procurement (ACP).

• Work on the Implementations of the buyer role in Quantum through the delegation of responsibilities.

• Elaboration and implementation of the internal control system, which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

• Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.

Effectively manage procurement processes for the DDR Unit to ensure the quality and efficiency of delivery of results:

• Effective management of project delivery, including planning, coordination, and execution of project activities in line with the approved work plan.

• Coordination of the planning, organization, and oversight of project administrative and logistic operations, including recruitment, consultancy missions, workshops, and other project activities.

• Provide technical support to implementing partners in procurement planning, procurement, and post-delivery monitoring.

• Review and certify submission of documents to internal procurement review committees (CAP, RACP, and ACP).

• Ensure management of procurement contracts and perform delegated responsibilities in procurement for Purchase Orders approval. Elaborate, introduce, and implement strategic sourcing strategy and e-procurement tools to find the best values in the marketplace and align purchasing strategy to project and CO goals.

• In collaboration with the CO procurement unit, develop and manage rosters of suppliers, elaborate supplier selection and evaluation, and quality and performance measurement mechanisms.

• In collaboration with the CO procurement unit, review and provide input on the Terms of Reference for the establishment of Long-Term Agreements/Framework Agreements for a more efficient category management.

• Work on the implementations of the Management of the e-procurement system. Facilitate procurement knowledge building and knowledge sharing in CO, Region, UNDP, and UN.

• Organize procurement training for the operations and project staff.

• Organize procurement training for implementing partners as required.

• Synthesize lessons learned and best practices in procurement.

• Make sound contributions to knowledge networks and communities of practice. The Procurement officer will promote a collaborative, client-focused, quality, strategic, and results oriented approach to all tasks; and work in close collaboration with Operations, Programme, and project teams in DDR Unit team at country office and regional project office level as well as with vendors and implementing partners to successfully deliver procurement services, provide solutions to emerging procurement issues, and provide advisory support.