Procurement Analyst

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    CONTRACTOR
  • Posted:
    2 weeks ago
  • Category:
    Procurement, Supply and Logistics
  • Deadline:
    09/04/2024

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.
UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels offers a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in its Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in UNDP’s Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS staff provides technical advice to Country Offices; advocates for UNDP corporate messages; represents UNDP at multi-stakeholder for a, including public-private, government and civil society dialogues; and engages in UN inter-agency coordination in specific thematic areas.

BPPS’s Hubs on Nature, Climate, Energy and Waste, with the support of the Vertical Fund (VF) Programme Support, Oversight and Compliance Unit, works with governments, civil society, and private sector partners to integrate nature, climate, energy and waste related concerns into national and sector planning and inclusive growth policies, support country obligations under Multilateral Environmental Agreements, and oversee the implementation of the UN’s largest portfolio of in-country programming nature, climate change, energy and waste. This multi-billion-dollar portfolio encompasses:

  • Biodiversity and Ecosystem Services including forests;
  • Sustainable Land Management and Desertification including food and commodity systems;
  • Water and Ocean Governance including SIDS;
  • Climate Change Mitigation and Adaptation;
  • Sustainable Energy;
  • Extractive Industries;
  • Chemicals and Waste Management;
  • Environmental Governance and Green/Circular Economy and SCP approaches.

This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

In addition to UNDP’s bilateral partnerships in Nature, Climate, Energy and Waste, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF). As part of UNDP’s partnership with these vertical funds (VFs), UNDP’s Environmental Finance Unit supports UNDP’s Nature, Climate, Energy and Waste related Hubs and provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

Under the guidance and direct supervision of the Team Leader for Implementation Support, the Procurement Analyst is responsible for management of the Sustainable Energy Hub’s (SEH) and Vertical Fund Programme Support, Oversight and Compliance Unit’s (VF Hub) procurement and effective delivery of procurement services in order to obtain the best value for money for Global projects and initiatives under both hubs. S/he analyzes and interprets the financial/procurement rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

Duties and Responsibilities
The Procurement Analyst works in close collaboration with Vertical Fund Hub, VF-funded Global DIM project teams, the SEH, other requestors in HQ and Regional Hubs as necessary, and other UNDP Units to successfully deliver procurement services and training where necessary.

Ensures elaboration and implementation of procurement strategies focusing on achievement of the following results:

  • Procurement activities conducted in full compliance with UN/UNDP rules, regulations, policies and strategies;
  • Effective Implementation of the internal control, proper design and functioning of a client-oriented procurement management system;
  • Procurement business processes mapping and elaboration/ establishment of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, and control of the workflows in the Procurement Unit;
  • Elaboration and implementation of cost saving and reduction strategies;
  • Implementation of contract strategy to meet the needs of projects/requestors including tendering processes and evaluation, contractor appraisal, management of the contract and contractor, legal considerations, payment conditions, and risk assessment;
  • Implementation of strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement;
  • Timely extension of vendor contracts and associated submissions to CAP/ACP as applicable.
  • Gradual introduction of sustainable procurement practices and indicators.

Manages and guides procurement processes for Direct Implementation Modality (DIM) projects, and Country Offices at their request focusing on achievement of the following results:

  • Working closely with projects and requestors, secures timely and duly preparation of procurement plans for the Unit and supported projects, and monitoring of their implementation;
  • Implementation of proper procurement processes including organization of RFQ, ITB, RFP and/or IC selection, development of tender documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  • Development and completion of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
  • Support the management of procurement contracts and, upon delegation of responsibility, creating Purchase orders for approval in Quantum ERP;
  • Elaboration of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
  • Establishment of the procurement processes tracking and monitoring system and mechanisms to eliminate deficiencies and delays in procurement.

Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

  • Development and management of the rosters of vendors, elaboration of supplier selection and evaluation, and quality and performance measurement mechanisms;
  • Wide and appropriate usage of UNALL and Quantum systems to process procurement requests and management of these requests;
  • Maintenance of procurement and contracts files in the Unit’s databases and UNDP corporate systems.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Organization of trainings for clients on Procurement, as needed;
  • Synthesis of lessons learnt and best practices in Procurement;
  • Sound contributions to knowledge networks and communities of practice.
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 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
  • Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
  • Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
  • Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
  • Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

  • Communication
    • Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
    • Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
  • UN policy knowledge – ethics
    • Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
  • Contract Management
    • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Procurement Management
    • The ability to acquire goods, services or works from an outside external source.
  • Sourcing
    • Ability to find, evaluate and engage suppliers of goods and services.
  • Strategic Sourcing
    • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Supplier/relationship management
    • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Required Skills and Experience
Education:
  • Master’s degree (or equivalent) in business administration, public administration, finance, economics or closely related field is required.
  • Bachelor’s degree in a related field in combination with additional 2 years of qualifying experience will be given due consideration in lieu of Master´s degree.
  • CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Experience:
  • Minimum 2 years (with Master’s degree) or 4 years (with a Bachelor’s degree) of experience at the national or international level in conducting transactional procurement support and/or procurement advisory services to clients/requestors.

Required Skills:

  • Experience in handling an ERP system is required.
  • Experience in supporting multi-locational teams/clients is required.
  • Experience working in an international organization is required.
  • Full computer literacy is required.

Desired Skills:

  • Knowledge of UN/UNDP procurement policies, procedures and practices is a strong advantage.
  • Experience in handling UNALL and Quantum is highly desirable.
  • Knowledge of, and exposure to, UNDP’s Environment & Energy Vertical Fund work and its related procurement procedures, practices, and needs is highly desirable.
  • Application of sustainable procurement consideration and indicators is an advantage.
  • Completion of recognized certification program on procurement, preferably CIPS, at level CIPS 4 or equivalent is an asset.

Languages:

  • Fluency in English (written and spoken) is required.
  • Fluency in, or working knowledge of, other UN languages is an asset.

Institutional Arrangement

  • The Procurement Analyst will be based in UNDP’s Istanbul Regional Hub in Istanbul, Turkey.
  • The Procurement Analyst will report to the Team Leader for Implementation Support based in Copenhagen, Denmark.
  • The Procurement Analyst will be given access to relevant information necessary for the execution of the tasks under this assignment.
  • The Procurement Analyst will be provided with a workstation within the Istanbul Regional Hub (i.e. laptop, internet, phone, scanner/printer, etc.) and access to reliable internet connection.
  • Should the Procurement Analyst wish to avail of a hybrid working arrangement, s/he will be responsible for providing her/his own workstation (i.e. laptop, internet, phone, scanner/printer, etc.) when working from home and must have access to reliable internet connection.
  • Given the global consultations to be undertaken during this assignment, the Procurement Analyst is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones.
Disclaimer
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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