Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008
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Procuring As One in Tanzania: Creating UN Efficiency & Effectiveness - UNCT 10 October 2008. Procuring as One: Creating UN Efficiency & Effectiveness. Background: One Office Plan February 2008 One UN Procurement Options Report March 2008 One UN Procurement TOR April 2008

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Procuring As One in Tanzania: Creating UN Efficiency & Effectiveness - UNCT 10 October 2008

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Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring As One in Tanzania:

Creating UN Efficiency & Effectiveness

- UNCT 10 October 2008


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

Background:

One Office Plan February 2008

One UN Procurement Options Report March 2008

One UN Procurement TOR April 2008

KPMG July-September 2008

UNCT Procurement Briefing August 2008

Procuring as One Workshop October 2008

UNCT Meeting October 2008


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

Workshop:

KPMG

Gerard Gomez, UNDP Chief Global Procurement Unit, Cph & HLCM Procurement Network, U.N. Harmonisation Working Group

Suvi Rautio, UNICEF Regional Chief of Supply Eastern & Southern Africa, Nairobi

Mohammed Nowai, UNICEF Procurement Specialist, Nairobi

Elizabeth Spencer, Common Services Advisor, UNDOCO, New York

Tanzania Operations Management Team

Tanzania Country Procurement Team (UNFPA, WHO, ILO, World Bank, FAO, UNICEF, UNESCO, UNDP, WFP, UNHCR, IOM)

Remote support:

James Provenzano, Director Procurement Support Office UNDP New York; DOCO Task Team on Common Services & Procurement & HLCM

Dominik Heinrich, Director Management Services Division, WFP, Rome, HLCM Procurement Network Chair


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

Key Recommendations:

Set up and manage long term agreements

One UN Procurement Planning

Using Government Procurement Systems

One UN Procurement Team


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

DELIVERING AS ONE

*Figures are potential as per the KPMG report


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

Positives:

Coordinated Planning

Efficiency & Effectiveness through Information Sharing

Expanded Professional Knowledge

Greater use of Government systems (Paris/Accra)

Similarity of Agency Processes & Agency Expertise

Reduction of transaction costs and time

Bulk discounts


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

Main Concerns:

Procurement Scope

One Agency—

- ERP Systems

- Human Resources

- Disparity in Cost Approval & Authority

LTA Coordination

Planning


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

Problem Resolutions: Tanzania One Procurement Strategy (TOPS)

Procurement Scope: In-country generated goods & services procurement local, government & global

not specialized, e.g. food, pharmaceuticals & vaccines, contraceptives, transport

One Agency Approach:

Interagency Core Team (with all agency support)

Individual ERPs (resolves accountability, IPSAS compliance, Asset management , approval levels, cash transfers and funding cycles)

LTA Coordination & Planning

Tanzania One Procurement Team (TOPT)


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

  • LTAs Today:

  • UNDP & UNICEF local LTAs not used by others

  • Current time frame for developing LTAs approx one year - only 5 agencies provided data

  • 3 LTAs lapsed between 2006-2007 (fuel, paper, travel)

  • Lack of communication

  • No incentive for use

  • No ability to take advantage of bulk discounts, plan across country needs or ability to coordinate use of government systems

  • Unreliable reputation with suppliers


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

TOPS presented to and approved by CMT

TOPT set-up

4 staff UNDP, UNICEF, WFP, UNHCR

(1 day a week)

Short-term expert/PM

Increase TOPT resources

TOPT

Final form

Commitment

Map LTAs

2-3 existing LTAs used

LTA needs identification

Planning

Set-up new LTAs

TOR of TOPT finalized

Manage LTAs

Set-up new LTAs

Ad-hoc procurement

Empowerment

Oversight


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

  • Recommendations for Way Forward:

  • Track One: (Decision Needed Today)

  • - Tanzania One Procurement Team (TOPT)

  • - Kick Start LTA review and gaps

  • - Mandatory use of LTAs and collaborative monitoring for on going analysis

  • - Procurement Planning and New LTAs

  • Final Planning, Analysis & Decision Making Feb/March 2009

  • Track Two: (Decision March 2009)

  • Scoping and planning for final co-located Tanzania One - -

  • Procurement Team (TOPT) Based on the results of the analysis done through the LTA and Procurement process

  • Risk analysis

  • Decision March 2009, Full Implementation July 2009


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Procuring as One: Creating UN Efficiency & Effectiveness

Assumptions:

Full UNCT commitment, support and decisions

OMT and procurement staff 100% commitment and contribution

Project decisions can be taken at country level

Reliable service providers in the Tanzanian market place

Risks and Mitigation:

Resistance to change (results, incentives, communication, training)

Efficiency and effectiveness targets not achieved (revise targets if minor, or revert to current status if major)

Business processes (access, better communication, ICT, and trying)

Human resource (plan carefully with HR and staff associations, full transparency)


Procuring as one in tanzania creating un efficiency effectiveness unct 10 october 2008

Asanteni Sana!


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