Procurement Officer [Open to Internal & External applicants]

UNDP - United Nations Development Programme; Islamabad; On-site; PKR 1,200,000 - 1,800,000; Full time

Job summary

UNDP Pakistan is seeking a Procurement Officer to support the CO Procurement Specialist and FRP Operations Specialist in delivering compliant procurement services. The role requires coordinating with project teams, ensuring adherence to UNDP rules, and supporting market analyses and tender processes.

The incumbent will oversee tendering, contract management, supplier relationships, and knowledge sharing within the CO Procurement Unit, contributing to effective governance and project outcomes in

Qualifications

• Advanced degree in Business or Public Administration or related field.
• Bachelor’s degree with two years of qualifying experience in lieu of an advanced degree may be considered.
• CIPS level 3 is highly desirable for procurement roles.

Responsibilities

• Assist in preparing TORs, specifications, and procurement documents.
• Coordinate procurement planning and execution in line with UNDP rules and regulations.
• Support contract management, vendor performance, and risk mitigation.

Skills

CIPS Level 3

Procurement

Contract management

Market research

Reporting

Team coordination

Fluent English

Urdu

Education

Advanced degree in Business or Public Administration

Bachelor’s degree with 2 years experience alternative

Tools

MS Word

Excel

Procurement software / e-procurement

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

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climatechange. Workingwithourbroadnetworkof expertsandpartnersin170countries, wehelpnations 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 contributestofouroutcomeareasoftheUnitedNationsSustainableDevelopmentCooperationFramework (2023-2027)whichinclude:governance;sustainable,inclusiveandgreeneconomictransformation;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-resilientfutureinacountrywherewomenandgirlsaresafeandabletoexercisetheirrightsandtoputtheir trust in and benefit from improved governance.

UNDP PakistanworkswiththeGovernment and communities to develop and implement local solutionsto development challenges. In an evolving development context, UNDP supports the efforts of Government of Pakistantobuildamoreequitable, prosperous, peaceful, andresilient society, andtoachieveitsSDGs and COP25 targets.

Resilience, Environment and Climate ChangeUnit (RECCU) is supporting projects across the country to respond to the growing threat of climate change, to mainstream environmental concerns into national developmentplanningprocesses,andtoexpandaccesstoenvironmentalandenergyservicesforthepoor. In particular, UNDP has sought to ensure that the poor have stronger capacities to manage, adapt, and monitorclimatechange.ClimateChangeisahugedevelopmentchallengeaswellasahugeenvironmental challenge. It isagrowingproblemandisnowhittingthepoorest andthemost vulnerablefirstandhardest.

The 2022floods in Pakistan haveaffected 33million people, resulted inthe lossof morethan 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 wherebytheGovernment ofPakistanrequiressupport fordevelopingoverarchingframeworkstostructure its flood response activities and technical expertise to set up and develop bankable projects, establish standardizedmechanismsformonitoringandevaluation,andenhancestrategiccommunicationsforpublic outreach.Learnmoreatundp.orgorfollowat @UNDP.

UNDPhasrespondedtothechallengebydevelopingandlaunchingaflagshipFloodRecoveryProgramme (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:

• Restorationofhousingandaccessto/revivalofessentialcommunityservices.
• Restorationoflivelihoodsandincome-generatingcapacities.
• Restorationofgovernanceandservicedelivery.
• Acceleratedenvironmentalclean-upwithstrengthenedcapacitiesforDisasterRiskManagement.

2- ScopeofWork

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. ProvidesupporttoprojectsindevelopingTORsand specificationsfocusing on following results:
   • ProvidecontinuouscoachingandsupporttostaffondevelopingTORsforconsultancies, research work and technical services
   • Performresearchandmarketanalysistoprovidesupport torequestingunitsandprojectsin preparing specifications for goods and assets that are required to be procured.
   • ReviewandperformqualityassuranceofTORsandspecificationsdevelopedbytherequesting unit and projects before initiation of procurement process.
   • Buildthecapacitiesof stafftodevelopsuccinct,crispandclearTORsforrequiredservicesand specifications of goods giving details of deliverables, time period, qualification and experience requirements
2. Ensureadministration andimplementationoftheoperationalstrategiesfocusingon achievement of the following results:

• Full compliance with procurement activities with UN/UNDP rules, regulations, policies and strategies;implementationofeffectiveinternalcontrol,properfunctioningofaclient-oriented procurement management system
  • Elaborationofproposalsandimplementationofcostsavingandreductionstrategiesin consultation with office management.
  • Provisionof researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contractandcontractor,legalconsiderationsandpaymentconditions,sourcingstrategy,supplier selection and evaluation, quality management, e-procurement implementation.

3- Organizeprocurementprocessesassigned to theproject focusing onachievementofthefollowing results:

• Support projectteaminpreparationof procurementplanfortheproject anditsimplementation and monitoring.
• Organization of procurement processes including preparation and conducting RFQs, ITBs or RFPs, receiptofquotations,bidsorproposals,theirevaluation,negotiationofcertainconditions of contracts in full compliance with UNDP rules and regulations.

• PreparationofpurchaseordersandcontractsinandoutsideQuantum/UNAll, preparationof Recurring purchase orders for contracting of services, vendors’ creation in Quantum/UNAll. Buyers profile in Quantum/UNAll.
  • Reviewof procurement processesconductedbytheproject;submissionstotheContract,Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Implementation of the internal control system which ensures that purchase orders are duly preparedanddispatched. TimelycorrectiveactionsonPOswithbudget checkerrorsandother problems.
  • Presentationofresearchedinformationonprocurementintheproject.
  • Preparationofcost-recoverybillsfortheprocurementservicesprovidedbyUNDPtoprojects.
  • KeepRecordandresponsibleforproperachievingofcompletedcasesatProcurementUnit Database.

4- Ensure implementationofsourcingstrategyande-procurementtools focusingon achievement of the following results

• Developmentandupdateoftherostersofsuppliers,implementationofsupplierselectionand evaluation.
• ConductformalmarketresearchthroughExpressionofInterest(EOI),Pre-Qualifications, Request for Information (RFI) and Open Announcements.
• Ensureeffectivecontractmanagementandriskassessment
• Establishcontractmanagementgroupandconvenemonthlymeetingsofgroup.
• Developautomatedsystemalertingcontractmanagersoncriticalcontractdatesandmilestones and process the contract amendments/extensions/variations when and where required.
• Providesupportandguidancetoprojectpersonnel incontractmanagementandresolvingissuesand disputes with the contractors/service providers/vendors.
• Managethecontract performanceofdifferentvendorsandescalatetoHeadofProcurement regarding occurrences of non-performance by the vendors.
• Managefinancialinstrumentssuchasbidsecurities,performancebankguaranteesand performance bonds.
• Conductriskassessmentofcomplexandhighvalueprocurementactionsforprogrammeand project and devise risk mitigation measures.
• Ensurefacilitationofknowledgebuildingand knowledgesharingintheCOfocusingon achievement of the following results
• Organizeanddelivervarioustraining/coachingsessionsondifferentProcurementTopicsto Project and other operations personnel.
• Organizelearningsessionstocreateawarenessaboutprocurementrulesandregulations.
• Developflowchartsofprocurementmethodstodemonstratestepsinvolvedandrolesand responsibilities of staff.
• SynthesisoflessonslearntandbestpracticesinProcurement.
• Soundcontributionstoknowledgenetworksandcommunitiesofpractice.

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

3- InstitutionalArrangement

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.

4- MinimumQualificationsoftheSuccessful NPSA

Min.Acadamic requirements

Advanceduniversitydegree(master’s degreeorequivalent)inBusiness or Public Administration or related field is required. Or Afirst-leveluniversitydegree(bachelor’sdegree) in the areas stated above, incombinationwithan additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Min.yearsofrelevant work experience

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

Desiredskillsin addition to the competencies

• Experience in excellentreportwritingandanalyticalskills;
• Experience and knowledge of donor policies, processes and reportingrequirements,especiallyEU;
• ExperienceinaUNorinternationalorganizationincompleting procurementmanagement.KnowledgeofUNsystem&online web-based systems.
• Experienceofworkinginadiversemulti–cultural,multi–ethnic environment.
• Experienceinstrengtheningdemandandsupplysidesof the justice sector
• Experienceworkinginacrisis/conflictarea
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advanced knowledge of automatedprocurementsystems,experienceinhandlingofweb-based-management systems
• Demonstrated experience of procurement processes, market research,QualificationassessmentofBids,checkingvaluefor money, Quality assurance and Risk Mitigation
• Progressivelyresponsibleprocurementexperienceofworking with international development sector organizations in similar capacity.
• Fluency in Englishand Urdu is required.
• Working knowledgeoflocallanguageswillbeanadvantage.

RequiredLanguage(s)

• English (Fluent)
• Urdu (Fluent)
• Any other language (Optional)

Professional Certificates

• Advanced university degree (master’s degree or equivalent) in Business or Public Administration or related field is required.
• Professional Certificates: The procurement cycle, contracting, financial management, bid review, financial risk, supplier management, contract and procurement professional certificates, financial risk.bullet

5- The following documents will be required from the applicants

• Personal CVorP11, indicatingallpast positionsheldandtheirmainunderlyingfunctions, 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.
• Acoverletter(maximumlength: 1page)indicatingwhythecandidateconsidershim-/herselftobe suitable for the position.
• Managersmayask(adhoc)foranyothermaterialsrelevanttopre‑assessingtherelevanceof

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.

Use of AI by candidates

Applicants are invited read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection