Procurement Analyst

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the Organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, sustainable and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).
The Office of Procurement is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP’s Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).
The Office of Procurement , through its newly formed Crisis, Climate and Infrastructure Unit (CCIT), provides direct procurement services to the UNDP Country Offices globally for the supply of specialized vehicles, ambulances, drones, solar solutions, engineering and construction and more.

Duties and Responsibilities

Under the guidance and direct supervision of the Procurement Specialist Team Lead, the Procurement Analyst is responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations, as well as technical requirements and needs from beneficiaries, and provides solutions to a wide spectrum of complex/urgent/sensitive procurement processes.
The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.
Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

• Maintains and updates as requested legal procurement document sand tools
• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of a client/oriented procurement management system.
• Actively involved in business process mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows within the OP and with external stakeholders.
• Implementation of strategic procurement in the unit including sourcing strategy, supplier selection and evaluation, quality management, customer and supplier relationship management, e-procurement introduction and promotion, performance measurement

Ensures service delivery to UNDP Unitsand procurement servicesto national partnerswith the following key responsibilities:

• Liaises with UNDP Requisitioning Units to enable efficient and cost-effective procurement and logistics support;
• Analysis of requirements and supports/informs decision making in relation to technical and procurement aspects with the objective of optimizing processes/approaches and results.
• Conducts procurement processes in response to specific needs, manages the entire process and communications with both clients, suppliers/vendors, etc. Assists with the development, publication and management of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers and submission of cases for UNDP contract committee review;
• Timely and duly monitoring of procurement plans on behalf of clients for needs assessment for products and services for implementation of strategic procurement/long term agreements in order to ensure cost effective procurement services are offered to OP/CCIT clients.
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation
• Proactive Management of procurement contracts and ERP related processes. Preparation and submission of procurement cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Performance management of procurement contracts
• Implementation of internal control systems which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems
• Implementation of the strategic procurement processes in the Unit including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Ensures implementation of sourcing strategyfocusing on achievement of the followingresult:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Development of regional and global LTAs in line with assessment of needs, technical inputs and operational strategy of the Unit.

Ensures facilitation of knowledge building and knowledge sharing within the team, focusing on achievement of the following results

• Supports management of data requests internal and external to the organization
• Ensure systematic knowledge sharing on procurement with clients by assisting in the organization of training workshops and in the development of knowledge tools;
• Sound contributions to knowledge networks and communities of practice

Sustainable Procurement:

• Support the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc.) and develop and apply a methodology to capture impact and effect of these initiatives.

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity and accountability of the office and facilitates subsequent action by the supervisor. Timely compilation and presentation of data and information allows proactive decision making leading to implementation of most suitable sourcing and procurement strategies and tools.
Institutional Arrangement

• Supervisor: Procurement Specialist, UNDP OP/CCIT
• Salary: Payable monthly
• The position is home-based; however, the candidate has the option to select their duty station in Copenhagen, Denmark.

Competencies

Core Competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

• Business Management - Customer Satisfaction / Client Management:
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
  • Provide input to the development of customer service strategy
  • Look for ways to add value beyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns
• Business Management - Effective Decision Making:
  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
• Ethics - UN policy knowledge ethics:
  • Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
• Procurement - Procurement management:
  • The ability to acquire goods, services or works from an outside external source
• Procurement - Sourcing:
  • Ability to find, evaluate and engage suppliers of goods and services
• Procurement - Supplier/relationship management:
  • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Procurement - Contract Management:
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Desired additional skills and competencies:

• Client Orientation
• Critical-thinking, problem solving
• Team-work / collaboration
• Time-management and Organizational
• Communication

Required Skills and Experience

Education:

• Advanced Degree/Master’s Degree in Social Science, Law, Economics, International Development, Business Administration or other related field. (or Bachelor’s degree in any of the above subjects with 4 years of relevant Procurement experience).

Experience:

• Minimum 2 years of international professional experience in procurement management is required or 4 years of relevant experience if bachelor’s degree
• Work experience with developing countries highly desirable.
• Relevant Procurement experience/knowledge related to procurement and supply of specialized vehicles or construction equipment will be an added advantage
• Relevant procurement experience related to the construction projects will be an added advantage.

Required Skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, Power point) is required.
• Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.
• Knowledge and experience in UNDP’s ERP (Quantum) will be a definite advantage.

Language:

• Fluency in English both written and oral required.
• Working knowledge of another UN language/s is an asset.

Professional Certificates:

• Relevant specialized certification in Procurement is required.
• CIPS III certification or higher is an asset

Travel:

• No travel is envisaged

The following documents shall be required from the applicants:
a. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
b. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Apply by: 02 Nov 2023

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