| Overview : With the formulation of the Philippine Development Plan (PDP) 2017-2022, along with its Results Matrices (RMs) and the Public Investment Program (PIP), it is an opportune time to develop the strategies to ensure effective and efficient implementation of the national agenda. In addition, the PDP 2017-2022 plays an important role in contributing to the achievement of Agenda 2030 and the Sustainable Development Goals (SDGs). These can be supported by strong monitoring and evaluation (M&E) capacities within the government to ensure that the implementation of the PDP and PIP are effectively assessed at the national and sub-national levels, and lessons are utilized for evidence-based decision- making. The “Using Strategic Monitoring and Evaluation to Accelerate Implementation of the Philippine Development Plan 2017-2022 Project” aims to support capacity development activities for the National Economic and Development Authority (NEDA) and other government agencies towards more effective evaluation of the PDP, the PIP, and Fiscal Plan implementation at the national and sub-national levels. Through the provision of technical advisory and project management services, the project aims to support NEDA and government in managing and conducting evaluations resulting in improved public sector management and Official Development Assistance (ODA) monitoring and evaluation. A Project Management Team composed of a Project Manager, Procurement Assistant and Finance and Administrative Assistant will be created to support the NEDA and UNDP Team directly engaged in the Project. The engagement of a Finance and Administrative Assistant will ensure effective day-to-day operations of the Project, support to the Project Manager and adherence of finance and administrative processes and documents to Government and UNDP rules and regulations. The Procurement Assistant is therefore expected to be able to analyze and interpret UNDP procurement rules and regulations, and assist in providing solutions to a issues related to procurement, while promoting a collaborative, client-focused, quality and results-oriented service. SCOPE OF WORKS The Procurement Assistant is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems. She/he will: Provide effective administrative and logistical support to the implementation of the “Using Strategic Monitoring and Evaluation to Accelerate Implementation of the Philippine Development Plan 2017-2022”, such as but not limited to: Completion of the Annual Procurement Plan for the Project and submitting them to the online platform of UNDP; Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas. 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. Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies. Preparation of Purchase orders and contracts in and outside Atlas, vendor creation in some small offices are performed by Procurement Associates. Contribute to the implementation of sourcing strategy for the project, includingpre-qualification of individuals and firms that can supply the project requirements; Supervise and implement the procurement processes including preparation and conduct of Requests for Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations; Perform Buyer functions in Atlas for the creation of Purchase Orders for all procurement under the project; and Ensure provision of logistical services such as purchase of tickets and PO preparation; and conference facilities arrangements.
Undertake any additional tasks as assigned by the direct supervisor.
EXPECTED OUTPUTS AND DELIVERABLES AND SCHEDULE OF PAYMENT The Procurement Assistant is expected to submit a summary of activities, and accomplishment report to the Procurement Specialist and Project Manager. Monthly reports indicating progress against: The outputs of the Procurement Assistant shall be submitted to the Project Manager and Procurement Specialist and endorsed to the Team Leader of the Management Support Unit for payment processing. IMPLEMENTATION ARRANGEMENTS The Procurement Assistant will report directly to the UNDP Procurement Specialist, in close coordination with the Project Manager and the Finance and Administrative Assistant. The Procurement Assistant will directly responsible for the effective and timely delivery of procurement of goods, services and works for the project. She/he is also expected to work closely with the Operations Team of the UNDP Philippines Country Office. As the Project is lodged within the UNDP Management Support Unit, and the NEDA Monitoring and Evaluation Staff (MES), she/he is expected to closely coordinate with the Team Leader and members of the Management Support Unit and NEDA MES. DURATION OF WORK The work shall be undertaken over 6 months with the possibility of extension subject to the availability of funds and assessment of performance. The schedule of deliverables and duration of work may be revised based on a mutually agreed timetable through an exchange of letters. DUTY STATION The Procurement Assistant is expected to report to the UNDP Country Office on a daily basis. Travel may be expected and all attendant costs will be covered by the Using Strategic Monitoring and Evaluation to Accelerate Implementation of the Philippine Development Plan 2017-2022 Project. FUNCTIONAL COMPETENCIES Development and Operational Effectiveness: - Ability to lead strategic planning and facilitate crucial decision making on operational matters;
- Ability to lead the formulation, implementation, monitoring and evaluation of sound development programmes;
- Ability to generate creative, practical approaches to overcome challenging situations;
- Strong technical and practical leadership and knowledge in issues related to conflict prevention, peace-building, coordination and effectiveness;
- Familiarity with UN system and role of key stakeholders in the area of national development plans and programmes, local-level planning, and aid management.
Knowledge Management and Learning: - Promotes knowledge management and a learning environment through leadership and personal example;
- Experience in capacity development and facilitating positive transformational change;
- Experience in providing technical assistance and substantive inputs in the area of peacebuilding.
Management and Leadership: - Builds strong relationships with clients, focuses on impact and responds positively to constructive feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Demonstrates good oral and written communication skills;
- Demonstrates excellent presentation skills;
- Excellent computer skills, and applications for report and project planning;
- Excellent organizational skills and proven ability to deliver projects within assigned deadlines;
- Demonstrates openness to change and ability to manage complexities;
- Excellent interpersonal skills and objectivity
- Experience working collaboratively in a team structure in a multicultural environment.
CORPORATE COMPETENCIES - Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
QUALIFICATIONS Education: Experience: - 3 years of relevant administrative and procurement experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems
- Previous working experience with a UN / Government agency is an advantage
Language: Criteria for selection process: The offer will evaluated based on the Combined Scoring method – where the qualifications will be weighted a max. of 70%, and combined with the financial offer which will be weighted a max of 30%. Application requirements: - Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
- Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
Application requirements should be emailed to procurement.ph@undp.org and registry.ph@undp.org on or before 06 February 2018. In view of the volume of applications UNDP receives, only shortlisted offerors will be notified. |
