Procurement Officer [Open to Internal & External applicants]

Flourish Ventures; Islamabad; On-site; PKR 1,800,000 - 3,000,000; Full time

Job summary

UNDP Pakistan is seeking a Procurement Officer to support project teams with TOR development, market research, and procurement management in line with UNDP rules. The role reports through CO Procurement Specialist and FRP Operations Specialist, working closely with programme units.

The incumbent will manage tender processes, supplier relations, and ensure compliant contract execution across the Flood Recovery Programme and related projects, in a dynamic, multi-stakeholder environment.

Qualifications

• Advanced university degree (master’s or equivalent) in Business or Public Administration or related field is required.
• A first-level university degree (bachelor’s) with an additional two years of qualifying experience will be considered in lieu of the advanced degree.
• Fluency in English and Urdu is required.

Responsibilities

• Provide support to projects in developing TORs and specifications for consultancies, research work, and technical services.
• Ensure procurement activities comply with UN/UNDP rules, regulations, policies and strategies.
• Organize procurement processes including RFQs, ITBs or RFPs, evaluation, and contract management.
• Deliver training and knowledge sharing on procurement topics to project staff.

Skills

Procurement management

Market research

Contract management

Analytical writing

Team collaboration

Education

Master's degree in Business or Public Administration

Bachelor’s degree + 2 years of relevant experience

Tools

MS Word

MS Excel

UN/Procurement systems

Job description

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• 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: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

1- Office/Unit/Project Description

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and the planet.

In Pakistan, UNDP is working with the Government of Pakistan, civil society, national partners, and the people of Pakistan to help find solutions to persistent development challenges. Its work derives from and contributes to four outcome areas of the United Nations Sustainable Development Cooperation Framework (2023-2027) which include: governance; sustainable, inclusive and green economic transformation; climate change resilience and environment; and gender equality and women’s empowerment. Supported by enablers, UNDP uses a portfolio approach in Pakistan, triangulating structural transformation, leaving no one behind, and building resilience.

UNDP's country programme document for Pakistan envisions that all Pakistani people are educated and healthy, their well-being promoted and protected through economic opportunities, jobs and a climate-resilient future in a country where women and girls are safe and able to exercise their rights and to put their trust in and benefit from improved governance.

UNDP Pakistan works with the Government and communities to develop and implement local solutions to development challenges. In an evolving development context, UNDP supports the efforts of Government of Pakistan to build a more equitable, prosperous, peaceful, and resilient society, and to achieve its SDGs and COP25 targets.

Resilience, Environment and Climate Change Unit (RECCU) is supporting projects across the country to respond to the growing threat of climate change, to mainstream environmental concerns into national development planning processes, and to expand access to environmental and energy services for the poor. In particular, UNDP has sought to ensure that the poor have stronger capacities to manage, adapt, and monitor climate change. Climate Change is a huge development challenge as well as a huge environmental challenge. It is a growing problem and is now hitting the poorest and the most vulnerable first and hardest.

The 2022 floods in Pakistan have affected 33 million people, resulted in the loss of more than 1,700 lives, displaced around 9 million men, women, and children, and inundated almost one-third of productive agricultural land in Pakistan. These downstream challenges are compounded with institutional issues whereby the Government of Pakistan requires support for developing overarching frameworks to structure its flood response activities and technical expertise to set up and develop bankable projects, establish standardized mechanisms for monitoring and evaluation, and enhance strategic communications for public outreach.

Learn more at undp.org or follow at @UNDP.

UNDP has responded to the challenge by developing and launching a flagship Flood Recovery Programme (FRP) to support the Government of Pakistan’s flood recovery and rehabilitation efforts. The Programme has four key objectives dealing with the following thematic areas:

• Restoration of housing and access to/revival of essential community services.
• Restoration of livelihoods and income-generating capacities.
• Restoration of governance and service delivery.
• Accelerated environmental clean-up with strengthened capacities for Disaster Risk Management.

Scope of Work

The Procurement Officer will report to CO Procurement Specialist with a matrix reporting line to the FRP Operations Specialist and will work in close collaboration with the Programme Unit and project teams for resolving complex Procurement- related issues.

1. Provide support to projects in developing TORs and specifications focusing on following results:
   • Provide continuous coaching and support to staff on developing TORs for consultancies, research work and technical services
   • Perform research and market analysis to provide support to requesting units and projects in preparing specifications for goods and assets that are required to be procured.
   • Review and perform quality assurance of TORs and specifications developed by the requesting unit and projects before initiation of procurement process.
   • Build the capacities of staff to develop succinct, crisp and clear TORs for required services and specifications of goods giving details of deliverables, time period, qualification and experience requirements
2. Ensure administration and implementation of the operational strategies focusing on achievement of the following results:
   • Full compliance with procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper functioning of a client- oriented procurement management system
     • 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 CO 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 implementation.

Organize procurement processes assigned to the project focusing on achievement of the following results:

• Support project team in preparation of procurement plan for the project and its implementation and monitoring.
• Organization of procurement processes including 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 Quantum/UNAll, preparation of Recurring purchase orders for contracting of services, vendors’ creation in Quantum/UNAll. Buyers profile in Quantum/UNAll.
  • Review of procurement processes conducted by the 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 for the procurement services provided by UNDP to projects.
  • Keep Record and responsible for proper achieving of completed cases at Procurement Unit Database.

Ensure 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.
• Conduct formal market research through Expression of Interest (EOI), Pre-Qualifications, Request for Information (RFI) and Open Announcements.
• Ensure effective contract management and risk assessment
• Establish contract management group and convene monthly meetings of group.
• Develop automated system alerting contract managers on critical contract dates and milestones and process the contract amendments/extensions/variations when and where required.
• Provide support and guidance to project personnel in contract management and resolving issues and disputes with the contractors/service providers/vendors.
• Manage the contract performance of different vendors and elevate to Head of Procurement regarding occurrences of non-performance by the vendors.
• Manage financial instruments such as bid securities, performance bank guarantees and performance bonds.
• Conduct risk assessment of complex and high value procurement actions for programme and project and devise risk mitigation measures.
• Ensure facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organize and deliver various training/coaching sessions on different Procurement Topics to Project and other operations personnel.
• Organize learning sessions to create awareness about procurement rules and regulations.
• Develop flow charts of procurement methods to demonstrate steps involved and roles and responsibilities of staff.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

The Procurement Officer will perform her/his duties under a matrix management arrangement. He/she will work under the direct supervision of the UNDP CO Procurement Specialist, with a secondary reporting line to the FRP Operations Specialist.

Minimum Qualifications

Advanced university degree (master’s degree or equivalent) in Business or Public Administration or related field is required. Or

A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

CIPS level 3 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

Applicants with a master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience; Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national or international level with international organizations, donors, NGOs in public sector procurement management.

• Experience in excellent report writing and analytical skills;
• Experience and knowledge of donor policies, processes and reporting requirements, especially EU;
• Experience in a UN or international organization in completing procurement management. Knowledge of UN system & online web-based systems.
• Experience of working in a diverse multi – cultural, multi – ethnic environment.
• Experience in strengthening demand and supply sides of the justice sector
• Experience working in a crisis/conflict area
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advanced knowledge of automated procurement systems, experience in handling of web-based-management systems
• Demonstrated experience of procurement processes, market research, Qualification assessment of Bids, checking value for money, Quality assurance and Risk Mitigation
• Progressively responsible procurement experience of working with international development sector organizations in similar capacity.
• Fluency in English and Urdu is required.
• Working knowledge of local languages will be an advantage.

Required Documents

• Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
• Managers may ask (ad hoc) for any other materials relevant to pre‑assessing the relevance of

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

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination 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.