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

Indonesia is one of the world’s largest producers of palm oil and has received much attention in recent years particularly from the global community, concerning the sustainability of palm oil production. The Government of Indonesia is taking steps towards building a greener economy that promotes growth, equity, improved livelihood and environmental integrity including in the palm oil sector.

In order to promote sustainable palm oil production and practices in Indonesia, the Ministry of Agriculture, the United Nations Development Program (UNDP) and several multinational companies have launched the Sustainable Palm Oil Initiative (SPOI). The SPOI aims at improving the capacity of oil palm smallholders and conserving natural resources. The SPOI also works in collaboration with the Ministry of the Environment and Forestry as well as other relevant government institutions to achieve the goals of the initiative.

The UNDP has been working together with the Ministry of Agriculture to develop and organize five key components of SPOI to achieve the country’s goals of sustainable palm oil, manifested in National Action Plan on Sustainable Palm Oil (NAP-SPO), which include: (1) strengthening smallholders capacity through increased productivity and better environmental management, (2) enhancing biodiversity conservation, as well as mitigate and monitor greenhouse gas (GHG) emissions, (3) facilitating social responsibility through empowering local communities and enhancing mediation systems, (4) reinforcing the ISPO framework by improving ISPO standards for wider acceptance and improved market access, and (5) establishing national and sub-national multi-stakeholder platforms on sustainable palm oil Indonesia. The NAP SPO will utilize various discussions and dialogues with relevant stakeholders at national, provincial and district level in close coordination with the Implementation Team.

In order to ensure quality result of the activities, especially on the procurement process which is in line with UNDP regulation system; UNDP looked at the need of staff to support the procurement of internal and external stakeholders. The National Personal will work closely with the procurement team in the UNDP Country Office and other relevant stakeholders in developing tools required.

SCOPE OF WORK

1. Ensure implementation of operational strategies, focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies

Provision inputs to preparation of procurement team result-oriented work plans.

2. Support procurement process for projects, focusing on achievement of the following result:

Preparation of procurement plans for projects and their implementation monitoring.

Organization of procurement process including preparation and conduct of, Individual Contract, Micro Purchasing Canvasing, Request for Quotations, Invitation to Bids or Request for Proposals, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN 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 Contracts, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP)

Implementation of the internal control system which ensure that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with the budget check errors and other problems.

Presentation of reports on procurement in the project

Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with prevailing procedures.

3. Contribution to the implementation or sourcing strategy, focusing on achievement of the following result:

Updating procurement intranet including contract, roster ad supplier information

4. Support knowledge building and knowledge sharing focus on achievement of the following result:

Participating in the training course for the operations/projects staff or procurement.

Providing guidance to operations/projects staff for procurement process. Contributing to knowledge networks and communities of practice.

Effective contribution to learning and knowledge in gender mainstreaming in procurement.

5. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that

Human rights and gender equality is prioritized as an ethical principle within all actions.

Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;

Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;

Differentiated needs of women and men are considered.

Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.

INSTITUTIONAL ARRANGEMENT

The Procurement support will work under the overall supervision of the National Project Manager and will work closely with project team and country office procurement to support the administrative process of the project’s procurement and provision of goods and services.
CORE BEHAVIOURAL COMPETENCIES

Achieve Results

Demonstrates focus on achieving quality results and impact

Consistently strives to meet or exceed excellent standards

Efficiently establishes appropriate plans and resources for self and others to accomplish goals

Holds self and others accountable for results

Think Innovatively

Seeks patterns and clarity outside, across and beyond boxes and categories, resists false certainty and simplistic binary choices

Looks beyond conventional approaches and established methods

Proposes new ideas, approaches and solutions to problems

Learn Continuously

Actively pursues opportunities for learning and self-development, professionally and personally

Keeps up to date with new developments in own professional area

Proactively seeks feedback, demonstrates a desire to learn from others as well as from experience, both positive and negative

Contributes to the learning of others

Adapt with Agility

Actively pursues opportunities for learning and self-development, professionally and personally

Keeps up to date with new developments in own professional area

Act with Determination

Is flexible in handling change, and adopts new ideas, approaches and ways of working

Seamlessly adapts to working with new situations or contexts, with new people, and in different ways

Participates in, supports, or drives meaningful change in UNDP

Is comfortable with ambiguity and effectively manages juggling multiple demands

Engage and Partner

Demonstrates and encourages teamwork and co-creation, internally and externally, to achieve joint objectives and results

Acts in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others

Enable Diversity and Inclusion

Understands and appreciates issues from the perspective of others

Treats all individuals with respect, considers ethical implications and responds sensitively to all differences among people

Fully accepts and values all people, creating an inclusive environment

Understands that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.) and treats everyone fairly and equally

Demonstrates honesty and transparency

CROSS FUNCTIONAL AND TECHNICAL COMPETENCIES

Digital Awareness and Literacy

Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Gender

Gender Mainstreaming

UN policy knowledge - ethics

Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Innovation

Technology and Innovation

Verbal and written communication

Ability to effectively communicate both verbally and in writing to convey key facts and findings

Data Analysis and Presentation

Identify trends and issues associated with unusual or complex transactions and present data in a meaningful manner to facilitate discussions, draw conclusions or make pragmatic decisions.

RECRUITMENT QUALIFICATIONS

Academic Background:
Bachelor’s degree in Business Administration, Public Administration, Finance, Economics, law or related field would be preferable but it is not a requirement.

Experience:
Minimum of two years of professional experience, preferably in the field of development

Required Skills:
Experience and knowledge of the Government of Indonesia especially the structure of ministries, and policies and regulation, especially in the palm oil.

Proven track record of developing relations with a range of stakeholders, Ministry of Agriculture, Palm Oil Industry and other government institutions, smallholder organizations.

Good organizational skills, with strong experience in organizing and facilitating meetings and workshops.

Ability to produce a good quality report.

Ability to work with minimum supervision

Strong teamwork skills.

Strong computer literacy and proficiency in MS Office (MS Word, Excel, etc.);

Language:
Excellent interpersonal communication skills, writing ability and administrative skills.

Able to work in multidisciplinary teams.

Able to engage and negotiate with high level personnel in governmental institutions, external agencies, etc. would be an asset

Familiar with Government and UN/UNDP procedures would be desirable

Solid computer skills required, knowledge of spreadsheet and database packages

Experience in handling web-based management systems would be highly desirable.

Experience in UNDP or UN Agency Operation Management is highly advantageous

Additional Skills and Competencies:
Knowledge of and experience in managing complex procurement of environmental related project will be highly desirable.

Some experience in developing bill of quantity would be preferable.

Experience in managing number of contracts and procurement process

Good interpersonal and team building skills

Full-time availability for project management support duties is essential.