Title: Procurement Executive
Job ID: 29775
Practice Area – Job Family: Environment and Energy
Vacancy End Date: 27/04/2020 (Midnight New York, USA)
Time Left: 26d 12h 48m
Duty Station: Hanoi, Viet Nam
Education & Work Experience: G-Bachelor’s Level Degree – 5 year(s) experience
Languages: English, Vietnamese
Vacancy Type: Service Contract (SC)
Posting Type: External
Bureau: Asia & the Pacific
Contract Duration: One year with possible extension
This vacancy is open for Vietnamese candidates only.
Viet Nam is particularly vulnerable to climate change and already impacted by more irregular and intense climate variability and change. Two of the regions most vulnerable to climate risks affecting smallholder farmers are the Central Highlands and South-Central Coast. Changes in precipitation are leading to increasing deficits in surface and ground water availability for agricultural production with longer periods of severe water scarcity during the dry season and increased frequency and intensity of droughts. Overall agricultural productivity is falling, with corresponding declines in yields and incomes particularly harmful to small-scale farmers vulnerable to reduced water availability on rain fed lands and within this group, poor and near-poor, ethnic minority and women farmers.
UNDP is collaborating with the Ministry of Agriculture and Rural Development (MARD), Ministry of Planning and Investment (MPI, as the GCF National Designated Authority), and the five participating provinces of Dak Lak, Dak, Nong, Binh Thuan, Ninh Thuan, and Khanh Hoa to implement the project “Strengthening the resilience of smallholder agriculture to climate change-induced water insecurity in the Central Highlands and South-Central Coast regions of Vietnam” (herein after referred to as “the Project”), financed by the Green Climate Fund (GCF).
The objective of this project is to empower vulnerable smallholders in five provinces of the Central Highlands and South-Central Coast regions of Vietnam – particularly women and ethnic minority farmers – to manage increasing climate risks to agricultural production. To achieve its objective, the project will enable smallholder farmers to adapt to climate-driven rainfall variability and drought through implementation of two linked Outputs integrating GCF and co-financing resources from the Asian Development Bank and the Government of Vietnam (GoV):
- Improved access to water for vulnerable smallholder farmers for climate-resilient agricultural production in the face of climate-induced rainfall variability and droughts, and
- Strengthened capacities of smallholder farmers to apply climate and market information, technologies, and practices for climate-resilient water and agricultural management.
The project was developed as part of an integrated programme funded through multiple sources, as envisaged by the GoV, that was aimed at enhancing water security and building the climate change resilience of the agriculture sector focusing on Vietnam’s Central Highland and South-Central Coastal Regions. In alignment with this programme, the project will enable the GoV to adopt a paradigm shift in the way smallholder agricultural development is envisioned and supported through an integrated approach to agricultural resilience starting with planning for climate risks based on identification and analysis of agroecosystem vulnerabilities; enhancing water security and guaranteeing access; scaling up adoption and application of climate-resilient agricultural practices and cropping systems; and creating partnerships among value chain stakeholders to ensure access to market and credit. This approach directly addresses climate risks while also establishing or strengthening institutional capacities for long-term multi-stakeholder support to vulnerable smallholders.
Under the supervision of the Programme Management Specialist (PMS), the Procurement Executive (PE) is responsible for all procurement processes and services for effective management and implementation of the Project. The PE promotes a client-focused, quality, and results-oriented approach in the Project. The PE works in close collaboration with procurement, finance, human resources, and operation staff in the UNDP Viet Nam Country Office, and the Project Manager, procurement officers, accountants, and other project staff in the central Project Management Unit (CPMU) and provincial PMUs (PPMU).
Duties and Responsibilities
The Procurement Executive has three functions:
- Effective support to the government counterpart, CPMUs, PPMUs in planning and procuring services for the implementation of NEX/NIM activities;
- Effective planning, organization, and execution of procurement processes for DEX/DIM activities, in accordance with UN/UNDP’s established rules and regulations and practices;
- Contribution to knowledge management and support to UNDP’s Climate Change and Environment Programme.The key results have an impact on the success of the Project interventions and on UNDP’s overall contribution and GCF’s and UNDP’s visibility:
Performance of the PE will be evaluated in accordance with the following indicators:
1. Effective support to the government counterpart, PMUs, PPMUs in planning and procuring services for the implementation of NEX/NIM activities of the Project, aiming to achieve the following results (45%):
- Support the Programme Management Specialist in charge of the “Strengthening the resilience of smallholder agriculture to climate change-induced water insecurity in the Central Highlands and South-Central Coast regions of Vietnam” Project, in planning, management and implementation of the Project;
- Support the Government counterparts in setting up CPMU, PPMUs, and support CPMU, PPMUs in setting up proper system, templates, and tools for procurement work of the Project;
- Guidance and support to the concerned staff at CPMU and PPMUs on routine procurement work, including collection of procurement data to make timely inputs to the preparation and approval of the Project’s work-plans and procurement plans;
- Effective support to the Project to ensure timely procurement and recruitment of consultants and services providers;
- Participation in procurement evaluation panels as observer for procurement cases from 50,000 USD and above of CPMU, PPMU;
- Regular review of project procurement activities and identify bottle necks and recommend alternative approach and options to speed up and smoothen the procurement processes for timely procurement of services;
- Analyze and monitor overall project procurement situation and timely alert PMS on shortfalls and slowness of procurement or any exceptions to facilitate timely actions and informed decisions;
- Join spot-checks, HACT audits, and support implementation of audit recommendations.
2. Effective planning, organization, and execution of procurement processes for DEX/DIM activities of the Project, aiming to achieve the following results (45%):
- Full compliance of procurement activities with UN/UNDP rules, regulations, and policies; implementation of the effective internal control;
- Preparation of procurement plans and implementation monitoring for the Project;
- Organization of procurement processes for both individual contracting services and professional sub-contracting services. This includes tasks relating to hiring individual contractors such as drafting vacancy announcement, screening of candidates, participation in interview panels; and tasks relating to sub-contracting professional services such as finalizing interview minutes preparation and conducting 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;
- Preparation of 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 purchase orders with budget check errors and other problems;
- Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies;
- Arrangement for translation services for Project as required;
- Arrangement for clearance of the project shipments;
- Creation of purchase orders in Atlas for the Project.
3. Contribution to knowledge management and support to UNDP’s Climate Change and Environment Programme, focusing on achievement of the following results (10%):
- Effective support to the organization of policy dialogues and other events on climate change, resilient agriculture, water security, etc., organized or hosted by UNDP;
- Sourcing approach: Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
- Synthesis of lessons learnt and best practices in procurement and contributions to knowledge networks and communities of practice.
- Professional growth through active learning.
Required Skills and Experience
Education: Secondary education with specialized training in procurement. University degree in business or public administration would be desirable, but it is not a requirement.
- 5 to 6 years of progressively responsible procurement and administrative experience or support to the programme/project implementation is required;
- Knowledge of automated procurement systems, experience in handling of web-based management systems;
- Basic understanding of climate change, or disaster risk reduction or environment;
- Knowledge of UNDP programme practices is an asset.
Language: Full fluency in English and Vietnamese.
- Ability to work with colleagues and collaborators of different national and cultural backgrounds;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Advanced knowledge of spreadsheet and database packages;
- Experience in handling of web-based management systems.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: 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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