Within the framework of the “Institutional Capacity Development for Implementation of the Kuwait National Development Plan (ICDI/KNDP)” project, UNDP and the State of Kuwait, represented by the General Secretariat of the Supreme Council of Planning and Development (GSSCPD), strive to enhance the human and institutional capacities at various government agencies to support them in implementation of the Kuwait National Development Plan. This is achieved by providing them with necessary technical expertise that is responsive to their needs and demands in line with the KNDP.
Under the overall guidance of ICDI Project Manager and Project Staff, the Procurement Specialist is responsible for management of the Procurement of the ICDI Project and other GSSCPD related projects and the effective delivery of procurement services in order to obtain the best value for money. The Procurement Specialist manages the procurement and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Specialist supervises and implements all procurement needs. The Procurement Specialist works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams and GSSCPD Management to successfully deliver procurement services.
Duties and Responsibilities
Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
Full compliance of procurement activities of the ICDI and with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
Project Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement 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 Project including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
Conceptualization, elaboration and implementation of strategic procurement in the Project including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
2. Ensures efficient management of procurement processes for ICDI project and other GSSCPD Projects focusing on achievement of the following results:
Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation;
Establishment and implementation of 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 regulation;
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;
Supervision and/or preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
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;
Management and implementation of the e-procurement system;
4. Ensures facilitation of knowledge building and knowledge sharing in the CO and GSSCPD focusing on achievement of the following results:
Organization of training for the operations/ projects staff on Procurement;
Organization of trainings for Govt. staff on Procurement as required;
Synthesis of lessons learned and best practices in Procurement;
Sound contributions to knowledge networks and communities of practice.
Support the ICDI/KNDP projects and other portfolios in producing and finalizing a procurement processes mapping with the aim to optimize an accelerate current procurement processes for the project;
Liaise with the projects and UNDP CO to advise on preparations of the procurement plans for 2017;
Establishment and implementation of proper monitoring system and control of procurement processes;
Development of rosters of suppliers and consultants to ensure timely and quick procurement process and support;
Conduct a training for project staff on project procurement related issues.
Building Strategic Partnerships
Level 2: Identifying and building partnerships
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments;
Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved.
Job Knowledge/Technical Expertise
Level 2: In-depth knowledge of the subject-matter
Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
Serves as internal consultant in the area of expertise and shares knowledge with staff;
Continues to seeks new and improved methods and systems for accomplishing the work of the unit;
Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
Demonstrates comprehensive knowledge of information technology and applies it in work assignments.
Design and Implementation of Management Systems
Level 2: Designing and implementing management system
Makes recommendations regarding design or operation of systems or programmes within organizational units;
Identifies and recommends remedial measures to address problems in systems design or implementation.
Level 2: Contributing to positive outcomes for the client
Anticipates client needs;
Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
Demonstrates understanding of client’s perspective;
Keeps the client informed of problems or delays in the provision of services;
Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively;
Solicits feedback on service provision and quality.
Promoting ethics and integrity, creating organizational precedents;
Building support and political acumen;
Building staff competence,creating an environment of creativity and innovation;
Building and promoting effective teams;
Creating and promoting enabling environment for open communication;
Creating an emotionally intelligent organization;
Leveraging conflict in the interests of UNDP & setting standards;
Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Fair and transparentdecision making; calculated risk-taking.
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or Bachelor’s Degree with extensive experience in Procurement (over 7 years)
5 years of relevant experience at the national or international level in procurement management.
Computer Software Usage Skills:
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems
Fluent in the English, Arabic is highly desirable
Certification in procurement, any level of CIPS certification is highly desirable
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