Procurement Advisor

Position description

The Procurement Advisor reports directly to the Head of Support Services, with a secondary reporting line to the Head of Programmes, ensuring alignment with strategic procurement goals. S/he is responsible for the management and oversight of all Procurement services and support to the portfolio of all projects with portfolio components in UEMCO (100%). The Procurement Advisor ensures the proactive and timely planning and securing of resources to ensure that the team has the required and adequate personnel and capabilities to deliver responsive, compliant, efficient and quality Procurement services to the functions and client projects within UEMCO as well as to other UNOPS entities that receive support from the UEMCO Support Services Unit (SSU).

S/he ensures consistency in the delivery of Procurement services in all countries under UEMCO and to all recipients of UEMCO Procurement support, ensuring development and implementation of strategic and effective procurement services reflecting international public procurement best practices and compliance with UNOPS procurement policy, rules, regulations and procedures which enable appropriate risk management and obtain the best value for money for the acquisition of goods, services and the contracting of works.

S/he 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, including their application to the appropriate situations. Leveraging such deep understanding and expertise, the Procurement Advisor anticipates challenges, systematically identifies risks, understands the operating context and the contexts of requests received, and leads the identification and implementation of effective solutions. S/he is also responsible for ensuring Gender, Equality, Diversity and Inclusion (GEDI) considerations are mainstreamed in all procurement processes, with guidance and support from UEMCO, regional and global GEDI experts.

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.

The Procurement Advisor contributes to strategic procurement advisory, oversight, tailored solutions, and effective risk management by preparing briefing materials and participating in relevant meetings with stakeholders and clients.

Maintaining the highest degree of personal and professional ethics, the Procurement Advisor contributes to a collaborative, client-focused, quality and results-oriented approach in UEMCO and the wider ECR. The Procurement Advisor should maintain strict independence from political or client pressure and operate solely within UNOPS rules and regulations.

The Procurement Advisor works in close collaboration with the key internal stakeholder groups and functions across UEMCO, ECR, Global Portfolios Office (GPO), Peace and Security Cluster (PSC) and HQ, including the Procurement Group (PG) to successfully deliver procurement services,, particularly with the Procurement Group (PG) to successfully deliver procurement services.

The role is based in Moldova, with frequent travel to Ukraine and Poland to ensure that procurement oversight and advisory services are effectively implemented across UEMCO.

Functional Responsibilities

• Procurement support and strategic services
• Procurement Portfolio Planning, Delivery and Performance
• Management of procurement processes
• Development and Implementation of procurement strategies
• Implementation of sourcing strategy, Quality Assurance, and e-procurement tools
• Personnel management
• Knowledge building and knowledge sharing within the project and within UNOPS

1. Procurement support and strategic services

• Support UEMCO on opportunities for expanding UNOPS's procurement portfolio as well as maximizing value for clients by providing institutional and industry knowledge of procurement services with clients.
• Provide high-level advisory support to project teams, government counterparts, and donor agencies to ensure adherence to procurement best practices, compliance with international standards, and value-for-money principles
• Contribute towards the development and delivery of Procurement Advisory services.
• Provide expert support to business developers in UEMCO in the formulation of new initiatives and projects related to procurement; develop procurement frameworks that support strategic financing and donor engagement
• Contribute towards the assessments of country Procurement capacity gaps, including specific focus on gender, diversity and inclusion
• Review, analyze, and streamline locally prescribed processes, procedures, and tools to ensure high efficiency and cost-effectiveness
• Review and improve synergies between UEMCO and Peace & Security Cluster (PSC) procurement teams and services

2. Procurement Portfolio Planning, Delivery and Performance

• Take responsibility for the UEMCO Procurement project portfolio oversight as delegated by the Head of Programme
• Mentor and assist Project Managers in procurement planning, execution, and delivery of allocated projects
• Monitor and supervise the timely and cost-effective implementation of the Procurement portfolio of projects according to UNOPS goals and partner expectations
• Establish and execute the Procurement portfolio of project implementation plans in collaboration with the team and partners, including setting objectives, performance measurements, standards, and results expected to ensure timely and client-oriented services.

3. Procurement Process Management and Service Provision

• Oversight, technical supervision, guidance, and mentoring of the procurement business stream’s operations and personnel;
• Provide interpretation of procurement policies and guide personnel on the appropriate application of procurement policies and procedures in their daily work;
• Ensure full compliance of UEMCO’s procurement activities with UNOPS policies and strategies by designing and operationalizing a client-oriented procurement management system for UEMCO to monitor and control the implementation of procurement plans and procurement processes conducted by UEMCO procurement personnel;
• Manage the process of periodic (annual, semi-annual, and quarterly) procurement planning for the projects and oversee their implementation ensuring effectively-functioning processes to avoid costly delays and lost opportunities for the projects. Contribute to the preparation of realistic procurement plans and the development of appropriate procurement strategies
• Contribute to the identification of procurement needs and timelines at the project development stage
• Assist in the preparation of technical specifications, terms of references, and scope of works;
• Assist in the provision of cost estimations for required goods/services/works
• Responsible for the quality of solicitation documents
• Guide personnel throughout the solicitation, evaluation, and submission for award processes whenever required
• Provide oversight over various contract management processes and take a lead in dispute resolution issues if any
• Review and clear procurement documentation requiring Procurement Authority (PA) approval, including solicitation documents, shortlists, requests for award, submissions to the HQCPC, contracts, and agreements, ensuring compliance with UNOPS procurement policies and procedures.
• Ensure timely coordination and follow-up with the designated PA to obtain all required clearances and approvals.
• Provide quality assurance oversight to ensure all procurement actions submitted for approval are complete, compliant, and ready for endorsement by the appropriate level of authority.
• Pursue and obtain designation as a UNOPS Procurement Reviewer in line with organizational requirements, to enable effective support in reviewing and clearing procurement processes.

4. Procurement & Contracting Strategies for Goods, Services and Works

• Engage with key stakeholders to assess procurement risks, develop mitigation measures, and ensure procurement processes are transparent, competitive, and aligned with UNOPS goals.
• Coordinate with relevant personnel, including relevant project/programme managers, GEDI advisors and clients of the procurement business stream, to understand their needs and plans.
• Conduct reviews of current procurement processes and provide reports and briefs on relevant issues, as well as project and work plans to remedy identified issues and bring forth improvements.
• Support the implementation of required strategic procurement activities in UEMCO: establish Long Term Agreements and Blanket Purchase Agreements for common user items and services in the MCO and develop sourcing strategies specific to local context for the countries under UEMCO (supplier selection and evaluation, quality management, customer relationship management, performance measurement, etc.);
• Provide procurement strategy advice to Infrastructure Project Managers on the packaging of construction tenders, and oversee the construction tendering process to ensure that processes are completed within reasonable time within the project timelines;
• With guidance and support from the UEMCO, regional and global GEDI experts ensure Gender, Equality, Diversity and Inclusion (GEDI) considerations are mainstreamed in all procurement processes, as appropriate.
• Oversee and support the execution of project-specific procurement processes, including: formulation of procurement strategies tailored to project objectives; preparation of solicitation documents (ITBs, RFPs, RFQs), including defining appropriate evaluation criteria; coordination of bid/proposal evaluations in accordance with UNOPS procurement rules; facilitation of pre-award negotiations with recommended suppliers or contractors; preparation and submission of procurement cases to relevant UNOPS review bodies (e.g., CPC); issuance of Purchase Orders and Contracts within oneUNOPS and, where required, through offline processes.
• Review unsuccessful procurement processes conducted by procurement personnel. Undertake remedial actions when and where possible to positively conclude the process.
• Lead procurement design in early-stage tenders for complex infrastructure projects
• Work on integrating sustainable procurement and innovation within the procurement strategy

5. Implementation of sourcing strategy, Quality Assurance, and e-procurement tools

• Provide expert support on quality assurance for procurement-related documentation, processes and actions
• Provide expert support on quality assurance of products being procured.
• Create, develop and manage rosters of suppliers, elaboration of supplier selection and evaluation, and quality and performance measurement mechanisms.
• Ensure that e-sourcing tools are used in accordance with PG goals and standards

6. Team Management

• Facilitate the engagement and provision of high-quality results and services of the procurement team supervised through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.
• Capacity build, support and empower the procurement team and colleagues in UEMCO.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.
• Create, foster, and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards, and commitments.

7. Knowledge Management and Innovation

• Keep abreast of and incorporate best practices, approaches and technology to enhance the programme delivery and results, including policies related to sustainable procurement, GEDI, GESI and PSEAH.
• Operationalise and share best practices and lessons learned for corporate development planning and knowledge building.
• Draft policy papers and/or recommend policy changes to align operations with changing environments.
• Lead the planning, implementation and organization of strategic capacity building of personnel, clients and stakeholders within the programme.

Education/Experience/Language requirements

Education:

• An advanced university degree (e.g. Masters) in Procurement, Supply Chain Management, International Development, Finance, Business/Public Administration, Public Policy, Accounting or other is required. A first-level university degree (e.g. Bachelor) in combination with 2 additional years of progressively relevant experience may be accepted in lieu of an 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.
• An Accredited Level III Certificate in Procurement from the Chartered Institute of Purchasing or equivalent is an asset.
• Knowledge of UN/ /UNOPS Procurement Rules and Regulations is a distinct advantage.

Experience:

• A minimum of 7 years of progressively responsible experience in procurement, supply chain management, or contract management, including at least:
• Experience leading or advising on large-scale, complex procurement operations, ideally in post-conflict or fragile settings.
• Experience working with international procurement frameworks, including UN/UNOPS policies, World Bank, EU, or other public procurement regulations.
• Experience in training, mentoring, and capacity-building for national staff and partners is an asset.
• Experience in procurement for infrastructure projects is required
• Knowledge of procurement within the context of Ukraine, Moldova and/or Poland is highly valued
• Experience managing a large team (over 5 people) in multiple locations is desired
• Experience working with ERP systems and Google Suite applications is desirable.

Language requirements:

• Full working knowledge of English is essential.
• Knowledge of another official UNOPS language is an asset.

Application instructions

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