Procurement Specialist - Governance (Open to Tier 0, 1 & 2 applicants), Copenhagen

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026
• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Office/Unit/Project Description

The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the Organization in the provision of management services. BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions, including procurement. In line with UNDP’s Strategic Plan, BMS aims to provide effective, sustainable and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the BMS Office of Procurement (OP).

OP is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

The Office of Procurement, through its Governance Team in Copenhagen (OPGT), provides direct procurement services and advisory support to UNDP Country Offices and Programmes globally for the supply of a) Electoral materials and equipment, incl. biometric registration hardware and software, back-end solutions, data centers, etc; b) Civil Registry, Identity digital systems, Digital Transformation solutions; and c) overall technology-intensive solutions and risky/large ICT deliveries.

Scope of Work

Under the guidance and direct supervision of the Procurement Team Lead, the Procurement Specialist is responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations, as well as technical requirements and needs from beneficiaries, and provides solutions to a wide spectrum of complex/urgent/sensitive procurement processes.

The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit and works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange.

He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

1. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
   • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies. ensures effective internal control, and proper functioning of a client-oriented procurement management system.
   • Provide assessment, elaborate and implement sourcing strategies, especially under situations of urgency and/or high risk outlining corresponding risk mitigation measures, quality management, cost savings, legal considerations, payment conditions and customer relations.
   • Elaboration/review of internal Standard Operating Procedures (SOPs) in Procurement, guidance documents, templates and tools.
   • Elaboration and implementation of cost saving and reduction strategies, promote and contribute to sustainable solutions and effective achievement of best value for money principle.
   • Review elaboration and implementation of contract strategy in the Team including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, quality assurance, performance measurement, customer relationship, risk assessment and management.
   • Participate in periodic meetings of the office and of the Unit in order to provide prompt and timely advice in the planning of resources and activities.
2. Monitors and ensures efficient management of procurement processes in Electoral/ID environment and provision of advisory support.
   • Advise and implement OPGT’s procurement methodology and strategy in relation to Electoral and Identity procurement requests. Conduct as relevant assessment of requirements and solutions, markets, constraints, and propose strategy in observance of best practices and UNDP regulations.
   • Provision of technical and analytical support in planning and budgeting, including analysis of options available, implications and cost/risks considerations.
   • Execution and monitoring of electoral/ID procurement processes. Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, evaluation of offers, negotiation conditions of contracts in full compliance with UNDP rules and regulations. Act where standards or regulations are not met.
   • Implementation of effective internal control and risk management ensuring timely corrective actions and problem shooting during procurement processes and contract implementation.
   • Review the solicitation documents, criteria for evaluation, specifications and evaluation reports, and participate in contractual negotiations for contracts of high value and complexity when required.
   • Promote and supervise compliance with the regulations established by the Contracts, Assets and Procurement Committee (“CAP”) and the Advisory Committee on Procurement (“ACP”).
   • Acts as audit focal point for the Unit and ensure the implementation of recommendations from internal and external audits assuring that corrective measures are placed in practice, when necessary.
   • Harmonize procurement services where relevant in relation to joint procurement with other UN agencies in line with the UN reform.
   • Draft and issue contracts, Terms and Conditions and Schedules and ensure effective management of contracts to secure beneficial contractual arrangements for UNDP.
   • Provide consultation on ad hoc procurement processes to support business units as required.
3. Ensures elaboration, introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
   • Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
   • Support and use of the e-procurement system, and upcoming corporate ERP system.
4. Provides advice and ensures facilitation of knowledge building and knowledge sharing in the Team focusing on achievement of the following results:
   • Organization of training for the team, and CO operations/ projects staff on Procurement.
   • Synthesis of lessons learned and best practices in Procurement.
   • Participation as required in Business Seminars, Knowledge events related to elections and Identity Management or Technology, contribute to presentations and Team’s visibilit
   • Organization of trainings for Govt. staff on Procurement as required
5. Sustainable Procurement: Supports the development and adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc.) and develop and apply a methodology to capture impact and effect of these initiatives.

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity and accountability of the office and facilitates subsequent action by the supervisor. Timely compilation and presentation of data and information allows proactive decision making leading to implementation of most suitable sourcing and procurement strategies and tools.

InstitutionalArrangement

Supervisor: Procurement TeamLead, UNDP OP/Governance Team

Expected Demonstration of Competencies

Core Competencies

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical competencies

Required Education, Experience, Skills and Competencies

Minimum Education requirements

• Advanced University Degree/master’s degree or equivalent) in Economics, International Development, Business Administration, Civil Engineering or other related field is required. Or
• A first-level university degree (Bachelor Degree)in the above areas, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
• CIPS level 4 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Minimum years of relevant work experience

Minimum of 5 years (with master’s degree) or 7 years (with bachelors degree) of relevant international professional experience in procurement management is required.

Required skills

• Experience in the usage of current computing devices, search models/tools and office software packages (MS Word, Excel, Powerpoint, etc.) is required.
• Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required
• Extensive experience in complex, large and sensitive procurement for technology solutions and systems is required.

Desired skills in addition to the competencies covered in the Competencies section

• Solid procurement experience in the areas of Electoral Assistance and ID management projects, civil registry or digital transformation/digital governance will be a definite advantage.
• Knowledge and experience in Quantum (UNDP’s ERP) will be and advantage
• Experience in procurement of customized software will be an advantage
• Experience in extensive contract management involving international suppliers will be an advantage

Required Language (s):

• Fluency in English both written and oral required.
• Working knowledge of French or Spanish is desired.

Equal opportunity

• As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
• UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

• All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

• UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Equal opportunity

• As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
• UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

• All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

• UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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• UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority.