Project Procurement Expert

Reporting to the Programme Specialist (Resilience), the Project Procurement Expert will support UPSDMA, in planning, executing, and monitoring its key procurement activities. The expert will facilitate vendor management and support transparent and efficient procurement systems to strengthen implementation of DPRs, HRVA, MIS, and DMPs and other related disaster management activities.

Duties and Responsibilities:

(A) Procurement Planning & Strategy:

(1) Support the UPSDMA in the preparation of the annual procurement plan in alignment with DPR deliverables and timelines;

(2) Identify procurement needs across components such as HRVA, MIS, infrastructure, and capacity building and other related activities.

(B) Tendering & Vendor Selection:

(1) Draft and support the UPSDMA in the development of RFPs, RFQs etc;

(2) Support bid evaluations, pre-bid meetings, and technical/financial analysis in a transparent and timely manner;

(3) Assist in vendor identification, shortlisting, vendor creation and maintaining a qualified supplier database.

(C) Contract Management & Compliance:

(1) Prepare contract templates and manage the contract lifecycle, including execution, amendments, and closeout;

(2) Support compliance monitoring, documentation, and risk mitigation throughout the procurement process.

(3) Ensure adherence to financial and procurement regulations under the XV Finance Commission and government systems.

(D) Monitoring & Documentation:

(1) Maintain an up-to-date procurement tracker to monitor procurement status, lead times, and budget allocations;

(2) Support internal and external audits by ensuring procurement documentation is well-maintained and accessible.

(E) Capacity Building & Technical Support:

(1)Provide guidance and handholding support to UPSDMA and line departments on public procurement systems;

(2) Facilitate training sessions on procurement norms, compliance, and good practices for relevant stakeholders;

(3) Collaborate with UPDESCO, RAHAT, and other implementation agencies to streamline procurement workflows.

4.QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:

Bachelors degree Supply Chain Management, Business Administration, Finance, Public Administration, or a related field.

Experience:

(1) Minimum three years of relevant experience in procurement and contract management, preferably within government, UN, or donor-funded development projects;

(2) Demonstrated experience in public procurement procedures, tendering, vendor management, and compliance with government financial rules;

(3) Familiarity with procurement under schemes such as the XV Finance Commission, and platforms like GeM, e-Tender portals is desirable;

(4) Prior experience with donor-funded projects, UN agencies, or development sector projects will be an asset;

(5) Additional experience in procurement of goods and services is desirable.

Skills and Competencies:

(1) In-depth understanding of public procurement rules, General Financial Rules (GFR), and government tendering procedures;

(2) Sound knowledge of contract management, procurement planning, bid evaluation, and compliance mechanisms in line with donor or government norms;

(3) Strong analytical skills, attention to detail, and the ability to handle large and complex datasets;

(4) Familiarity with project performance indicators, monitoring systems, and MIS data flows;

(5) Effective communication and documentation skills to present data to technical and non-technical audiences.

Languages:

Excellent knowledge of written and spoken English and Hindi is essential.

Competencies:

Technical Competencies:

(1) Experience in working with disaster-related datasets, including HRVA, DMPs, and early warning systems;

(2) Knowledge of integrating tabular and spatial data for GIS-based decision-making;

(3) Familiarity with government reporting formats and SDMIS/National Disaster Database systems;

(4) Experience in predictive modelling, statistical forecasting, or AI-based risk analytics is an advantage;

(5) Ability to contribute to real-time data dashboards and mobile data collection systems (e.g., Kobo Toolbox, ODK);

(6) Understanding of data privacy, protection, and data governance frameworks in public systems.

Core Competencies:

(1) Strong written communication skills, with the ability to draft technical notes, reports, official correspondence, and knowledge materials clearly and effectively;

(2) Excellent interpersonal skills, capable of building trust and maintaining positive relationships with diverse stakeholders;

(3) Ability to convey complex technical information to non-technical audiences, such as local beneficiaries and school staff;

(4) Skilled in conducting training sessions and presentations in Hindi and English as required;

(5) Maintains regular, transparent communication with supervisors, UNDP office, government officials, and project partners;

(5) Proficient in using MS Office (Word, Excel, PowerPoint) and digital communication tools for reporting, documentation, and coordination.