JOB DESCRIPTION

Background Information – Job-specific

 

Background on South East Asia and the Pacific Multi-Country Office (EAPMCO):

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.

In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

UNOPS in Papua New Guinea

The EAPMCO Papua New Guinea (PNG) was formed in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, health infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people.

Project Background: IMPACT Health Project

The National Department of Health (NDOH) is responsible for improving access to and outcomes from health services in Papua New Guinea in accordance with the National Health Plan (NHP) 2011 – 2030. A key function of NDoH is the procurement, supply and distribution of pharmaceutical drugs and other medical supplies to all public hospitals, health centres and aid posts. Such supplies are grouped into two types, General Hospital Orders and Medical Kits. Significant problems remain in the delivery of medical supplies to health facilities at rural and provincial levels throughout the country. The strengthening of medical supplies procurement and distribution is a key result area of the National Health Plan.

This assignment relates to the provision of technical assistance services under Subcomponent 1.4 of the “Improving Access to and Value from Health Services in PNG: Financing the Frontlines Project” (IMPACT Health), signed between the World Bank and the Government of PNG on 22 July 2022, and will focus on strengthening the capacity of the NDOH procurement function. This engagement contributes to Component 1 – Increase service delivery readiness and community-based service delivery, and Component 2 – Improve frontline service delivery performance of the IMPACT Health Project.

The objective of the project is to enhance the procurement and contract management capabilities of NDOH and the Provincial Health Authorities. Support will particularly focus on procurement related to infrastructure (facility rebuilds or refurbishment) and bio-medical equipment. The project team will provide critical support to assist NDOH in its objective to improve the condition and operation of health facilities across the country. This will include providing technical assistance for contract management overseeing the provision of architectural and engineering services.

The project will also design and cost a plan to improve existing inventory controls and procurement systems. Resulting in an improved health procurement and supply chain system that meets public health service demands.

The Role:

Reporting to the Senior Project Manager and under the technical supervision of NDOH counterparts, the incumbent will be responsible for UNOPS programmatic, operational and technical backstopping through ensuring that projects outputs are delivered within the specific project tolerances of time, cost, quality, scope, risk and benefits.

The incumbent will establish, promote and assure quality in all the work performed by the team and for applying best practices and methodologies for the successful delivery of the program, with a focus on good financial management adhering to strict compliance guidelines and operational management of all project components.

Key activities of the assignment include:

Carry out a capacity needs assessment and, based on the results, design, develop and implement a capacity development framework, including a professional development plan and learning materials for the Commercial Support Services Branch of NDOH and through NDOH for the PHAs;
Review existing systems and determine the governance requirements to achieve a robust system for planning and tracking NDOH procurement over the procurement life cycle with an emphasis on contract management and capacity development outcomes.
Work with key stakeholders to assess the weaknesses in the governance structure of the current inventory management system and facilitate a plan to achieve agreed deliverables to demonstrate efficiencies in supply and distribution mechanisms
Assist the NDOH’s Commercial Support Services Branch in its role as the Secretariat of the NDOH-led Special Procurement Committee, helping to set up the process for efficient preparation, undertaking and follow-up of the meetings; and
Assist the NDOH with completing procurement oversight and good governance during Technical Evaluation processes and Committee Meetings. If needed, the incumbent from UNOPS may be present as a non-participating observer during Committee Meetings, solely to support learning purposes and provide feedback on the implementation of procedural aspects discussed during evaluation meetings.The incumbent cannot actively participate in formal NDOH processes.
Provide surge support in procurement activities as required. The support involves providing procurement-related advice for procurement processes, without participating in decision-making. In particular, the incumbent shall not serve on any evaluation committee that is not part of a UNOPS procurement process.

The incumbent will be based in the Commercial Support Services Division of the National Department of Health (NDOH) in Port Moresby, Papua New Guinea.

Functional Responsibilities

Project Delivery and Performance
Procedures
Monitoring and reporting
Stakeholder engagement
Quality assurance
Knowledge management and innovation
Personnel management
1. Project Delivery and Performance

Develop, complete and update implementation plan(s)
Implement the approved plan (including the establishment of milestones) within tolerances set by the Project Board.
Carry out a capacity needs assessment and, based on the results, design, develop and implement a capacity development framework, including a professional development plan and learning materials, for the Commercial Support Services Branch of NDOH and through NDOH for the PHAs;
Review, in collaboration with the Commercial Support Services Branch, existing systems and determine the governance requirements to achieve a robust system for planning and tracking NDOH procurement over the procurement life cycle with an emphasis on contract management and capacity development outcomes:

Main stakeholders (including supporting functions, i.e. Finance, Human Resources, IT, etc) related to areas to be further assessed with the Procurement Efficiency Assessment Tool:
Legislation, Regulation and Procurement & Supply Chain Management Strategy
Defining requirements, Forecasting & Planning
Sourcing
Solicitation/Ordering (Procurement)
Payment & Contract Management
Receive & Inspect
Logistics – Warehousing, Inventory Management procedures and systems, distribution and transportation strategies
Use and Disposal
Supply Chain Performance
Organization, Skills & Culture
Information System & Technology
Facilities, utilities and Equipments
Sustainability, gender and environmental resilience
Other relevant health procurement stakeholders (relevant government officials, donors, civil society groups and other groups relevant to the mission
Current status of procurement planning, implementation, and monitoring of processes, including current Key Performance Indicators (KPIs)
Policies and procedures in place (as well as modifications in process)
Availability of and accessibility to data

Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.
Manage the production of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan.
Liaise with any external suppliers or account managers
Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to senior management/ Project Board so that maximum benefit to partner(s) and other stakeholders is achieved
Provide surge support in procurement activities as required. Provide procurement-related advice for procurement processes, without participating in decision-making.
2. Procedures

Prepare/adapt all relevant plans for approval by the Project Board.
Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan
Ensure maintenance of the project files and lessons learned are recorded
Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
Understand and manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the project
Understand the unique structures of the UN and budget appropriately for personnel
Manage expenditures against the budget (based on accurate financial reports)
Where the senior Project Manager has no delegation as a committing officer, s/he retains these responsibilities and will monitor and instruct/request others to carry out the relevant commitments and disbursements.
For project closure purposes, provide a formal handover of the project to the closure manager
Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations
3. Monitoring and reporting

Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
Monitor project progress ensuring that work packages are being executed properly
Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
Maintain diaries and progress reports as required by the organization’s standard procedures.
Provide routine oversight and analysis of delivery data within the dashboard system.
Ensure all project team members track and regularly update milestones and targets for the duration of projects” life span
4. Stakeholder engagement

Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
Work with key stakeholders to assess the weaknesses in the governance structure of the current inventory management system and facilitate a joint plan to achieve agreed deliverables to demonstrate efficiencies in supply and distribution mechanisms
Assist the NDOH’s Commercial Support Services Branch in its role as the Secretariat of the NDOH-led Special Procurement Committee, helping to set up the system for efficient preparation, undertaking and follow-up of the meetings; and
Assist the NDOH with completing procurement oversight and good governance during Technical Evaluation processes and Committee Meetings. If needed, the incumbent from UNOPS may be present as a non-participating observer during Committee Meetings, solely to support learning purposes and provide feedback on the implementation of procedural aspects discussed during evaluation meetings. The incumbent cannot actively participate in formal NDOH processes.
Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover outputs.
Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications
5. Quality assurance

Work with internal stakeholders to ensure projects comply with audit requirements
Work with procurement/purchasing staff to ensure effective interface with suppliers” quality systems
Coordinate quality reviews of project documents and deliverables
Provide quality control for management outputs (project documents, reports, etc.)
6. Knowledge management and innovation

Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
Actively interact with other Project Managers and the wider PM community to share case studies, lessons learned and best practices
Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice
Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.
7. Personnel Management

Lead and motivate the project team
Select, recruit and train the team as required, taking into account gender parity and diversity objectives.
Ensure that behavioural expectations of team members are established
Ensure that performance reviews are conducted fairly, accurately and timely
Ensure safety and security for all project personnel and comply with UNDSS standards
Create, foster, and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards, and commitments.

Impact of Results

The Procurement Advisor directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs, and improving success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

An Advanced University Degree is required, preferably in Procurement, Supply Chain Management, Public Administration, Engineering, Health Service Planning, or related fields.
A combination of a Bachelor”s Degree with an additional two (2) years of relevant work experience will be accepted in lieu of the education requirements outlined above.
Certificate:

Certification in Project Management (PRINCE2, PMI, etc.) is an asset.
Professional certification from an accredited institution ( PEng., CEng. , etc) is an asset. Experience:

Required

A minimum of seven (7) years of experience in procurement or contracts management, supply chain management, or a related field.
Above experience must include at least 2 years of demonstrated experience in providing expert advice and support in public procurement.
Demonstrated experience in managing teams and change management, experience facilitating adult learning in the workplace.
Proven experience leading public sector reform, responsive supply chain management, and capacity development programs, ideally in health service delivery.
Experience in developing procurement strategies.
Prior experience in program oversight, including coordination with national stakeholders.
Strong analytical capabilities with the ability to manage tasks associated with the development of projects.
Experience in risk management.
Experience in writing reports, performing data analysis, and writing technical documents.
At least 2 years of experience in developing countries is required.
Desired

Experience/knowledge in health procurement or medical procurement is a strong asset. Ideally in public sector health service delivery.
Knowledge of quality assurance methodologies.
Fidic certification; other procurement certificates will be an advantage
Prior experience working in international organizations, international development, post-disaster and/or emergency contexts.
Experience in Southeast Asia and/ or Papua New Guinea is a strong asset.
Experience working in multicultural teams.
Knowledge of Google Suite applications.
Experience using ERP systems is an added advantage.

Language Requirements:

Full working knowledge of English is essential.

Contract type, level and duration

Contract type: International Individual Contract Agreement (IICA)
Contract level: ICS-11/IICA 3
Contract duration: Open-ended and subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Disclaimer:

If the selected candidate is a national of the duty station, a Local Individual Contractor Agreement (LICA) will be issued.
Port Moresby is a family duty station with hardship leave

Additional Information

Please note that UNOPS does not accept unsolicited resumes.

Applications received after the closing date will not be considered.

Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.

For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

 

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements