Over the last decade, Pakistan’ s north-western areas of Khyber Pakhtunkhwa (KP) and the Federally Administered Tribal Areas (FATA) have experienced large-scale population displacements due to militancy and military operations against militants and armed groups. Patterns of displacement and return movements have coexisted –often new displacements occurred in parallel with returns to other areas. In 2014, the Government of Pakistan launched the military operation Zarb-e-Azb to establish the writ of the government in the remaining agencies of FATA notably Khyber and North Waziristan.
With the success of military operations, the Government of Pakistan launched the Sustainable Return and Rehabilitation Strategy in 2015, announcing the return of the remaining displaced population (about 300,000 families) by the December 2016. UN agencies both supported the formulation of the strategy and the implementation of the strategy’s five pillars: infrastructure rehabilitation; law and order; governance and service delivery; livelihoods; and social cohesion and peace building.
Recently, the government has launched comprehensive reforms to mainstream the FATA region, which until now is governed by a special law (Frontier Crimes Regulation 1901), where normal laws and rights enshrined in the constitution of Pakistan are not applicable to the residents of FATA. The UN has played a leading role in advocating for and supporting government-led efforts to mainstream the FATA region. With the launch of the report of the Committee on FATA Reforms 2016, the UN system in Pakistan as well as the international community see significant tasks ahead in terms of supporting the government’s transition and recovery efforts in FATA.
UNDP will be providing critical policy level support to main stake holders at the federal level which includes Ministry of SAFRON, Governor Secretariat and KP government including Key departments like P&D, Home, Finance and Local Government. The Federal Cabinet in its decision has approved the establishment of the Directorate of Transition and Reforms (DTR), which will be the institution and will be implementing the reforms agenda, by providing planning and coordination support to the FATA Secretariat and other government institutions. The Procurement Associate position will provide high quality professional procurement expertise to assist in project operations which eventually will have a robust impact on the efficiency of the unit, helping in the delivering of key deliverables of the project in timely manner by adopting the policies and procedures of UNDP.
Functions / Key Results Expected
Under the guidance of the Operations Manager, the Procurement Associate will provide high quality professional procurement expertise to manage project operations according to UNDP rules and procedures.
The following is required:
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.• Project Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the project 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 introduction.
2. Organizes procurement processes for the project and at the request of UNDP Country Office focusing on achievement of the following results:• Preparation of procurement plans for the office and project and their implementation monitoring.• 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 Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas. • Review of procurement processes conducted by project; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (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. • Presentation of researched information on procurement in the project. • Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results: Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures proper control of project Assets focusing on achievement of the following results: Preparation of inventory reports. Implementation of Inventory and physical verification control in project.
5. Ensures organization of logistical services focusing on achievement of the following results: Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
Impact of Results
The key results have an impact on the efficiency of the unit, delivering key deliverables of the project in timely manner by adopting the policies and procedures of UNDP.
Building Strategic Partnerships Level 1.1 Maintaining information and databases- Analyzes general information and selects materials in support of partnership building initiatives
Job Knowledge/Technical Expertise Level 1.1 Fundamental knowledge of processes, methods and procedures• Understands the main processes and methods of work regarding to the position• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks• Identifies new and better approaches to work processes and incorporates same in own work• Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development Level 1.1 Presentation of information on best practices in organizational change• Demonstrates ability to identify problems and proposes solutions.
Design and Implementation of Management Systems Level 1.1 Data gathering and implementation of management systems• Uses information/databases/other management systems• Provides inputs to the development of simple system components• Makes recommendations related to work procedures and implementation of management systems
Client Orientation Level 1.1 Maintains effective client relationships• Reports to internal and external clients in a timely and appropriate fashion• Organizes and prioritizes work schedule to meet client needs and deadlines• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients• Responds to client needs promptly
Promoting Accountability and Results-Based Management Level 1.1 Gathering and disseminating information• Prepares timely inputs to reports
Skills and Experience Required
• Demonstrated experience in procurement in a large private, public sector or international organization.
• Proven ability to perform to the highest levels of integrity and honesty.
• Excellent organizational skills and ability to prioritize and meet deadlines.
• Highly developed inter personal, communication and negotiation skills.
• Good written skills.
• Good computer skills.
• Attention to detail.
• Ability to work effectively as part of a team.
• Knowledge of UNDP procurement policies, rules and regulations is desirable.
Education: Secondary Education is required. Advanced degree in Business or Public Administration with specialized training in procurement is desirable, but not a requirement.
Experience: 7 years of progressively responsible procurement 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.
Language Requirements: English, Urdu.
HEC attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates will be required to present HEC attested degrees.
Foreign Qualified Candidates: Foreign degree holders shall be required to: (i) Present a verification/certification letter from the university verifying the degree & student
enrollment, or ii) Foreign degree Equivalence Letter from HEC.