Procurement Analyst
JOB DETAIL
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.
Guided by the global UNDP Strategic Plan (2022–2025) and UNDP Country Programme Document 2023-2027 for the Kyrgyz Republic, UNDP in the Kyrgyz Republic works closely with the line Ministries, civil society, development partners, and the private sector at both national and sub-national levels in pursuit of the national socio-economic development priorities defined in National Development Programme for 2022-2027 (NDP) and Sustainable Development Goals (SDGs). The UNDP’s work is strongly focused on the provision of policy advice and technical support to the Government of Kyrgyz Republic in the design and implementation of national policies and strategies across three broad Priority Pillars – (1) Green economic transformation and inclusive development, (2) Accelerating climate action and nature-based solutions for protecting fragile ecosystems, as well as (3) Strengthening inclusive, accountable and democratic governance.
UNDP is recruiting the Procurement Analyst, who will ensure administration, transparent and efficient provision of procurement services and processes of the Climate Change, Environment and Energy cluster. The Procurement Analyst will work under the matrix arrangement allocating his/her working time to CCEE cluster projects under supervision of CO Head of Procurement Services and in close coordination with the Team Leader, as well as with all CCEE coordinators, UNDP Country Office (CO) team and UNDP IRH’s procurement staff for resolving complex procurement-related issues and information exchange, provision of high-quality procurement services, promoting client-oriented approach and compliance to UNDP rules and regulations.
Duties and Responsibilities
Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
- Full compliance of programme procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system within the programme.
- Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with the respective programme managers and CO procurement unit.
- Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the programme including tendering processes and evaluation, managing the contract. and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
- Respective data clean-up and preparation of procurement related IPSAS reporting.
Organizes procurement processes for programme focusing on achievement of the following results:
- According to the Procurement Plan organizes procurement processes including drafting of tendering. and solicitation documents, conducting tendering processes (RFQs, ITBs, RFPs, etc. in accordance with the UNDP rules and procedures) whilst ensuring that tender announcement are circulated as widely as possible among the potential suppliers, facilitating the flow of information during the tender by clarifying requests from tender participants and requesting additional information from them if necessary.
- Organizes quality research of local and international markets for goods and services required for the Result Area needs, including verification of products availability, price analysis and search for potential vendors.
- Works with independent experts on developing of detailed specifications for goods and services in line with the UNDP rules and procedures.
- Reviews technical specifications and terms of reference prepared by the national partner organizations for their compliance with the UNDP procurement principles, rules and procedures and adjusts them as necessary.
- Participates in opening of quotations, bids or proposals, organizes their technical evaluation, including coordination of technical committee meetings and prepares minutes/protocols thereof, conducts financial evaluations of the technically responsive offers.
- Submits procurement cases and recommendations for contract award to the UNDP CO, drafts contracts in accordance with the UNDP model contracts and relevant rules and procedures.
- Prepares a complete and quality set of documents for procurements cases that are subject to review by the Contracts, Asset and Procurement Committee (CAP) of the UNDPCO for such a review.
- Prepares requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services.
- Creates requisitions in Quantum, budget check for requisitions.
- Ensures Contributes to the preparation of Procurement Action Plans (PAP), monitors their implementation and timely updates PAP, if necessary,
- Maintains documentation on conducted procurement cases and contracts, and ensures monthly submission to the CO Procurement Unit,
- To be assigned Quantum Profile as per the Internal Control Framework for UNDP Kyrgyzstan,
- Prepares reports on procurement progress as required,
Manages contracts focusing on achievement of the following results:
- Ensures proper contracts management and timely follow-up with relevant actions.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization of trainings for the operations/ projects staff on Procurement.
- Synthesis of lessons learntand best practicesin Procurement.
- Sound contributions to knowledge networks and communities of practice.
Institutional Arrangement
Under the direct supervision of CO Head of Procurement Services and in close coordination with the Project Coordinators, Programme Managers, Programme & Policy Analyst/ Team Leader and respective programme staff, the Procurement Analyst provides leadership in execution of procurement services for the programme ensuring their effectiveness, transparency and integrity. The Procurement Analyst promotes a client-focused, quality and results-oriented approach.
The Procurement Analyst works in close collaboration with the operations and programme teams in the CO for resolving complex procurement-related issues and information delivery.
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:
- Contract management:
- Knowledge of contract management 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
- Data management:
- Knowledge of processing, storing, and validating procurement data
- Entrepreneurial Thinking:
- Ability to create clarity around UNDP Value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate
- Effective Decision Making:
- Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
- Risk Management:
- Ability to identify and organize action around mitigating and proactively managing risks
- Knowledge Generation:
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Required Skills and Experience
Education:
- Master´s degree in business, public administration, economics, supply chain management, procurement, or other related field is required.
- Bachelor’s degree in the above fields in combination with 2 years of qualifying experience will be given due consideration in lieu of the advanced university 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:
- Up to 2 years (with Master´s degree) or minimum 2 years (with Bachelor´s degree) of relevant work experience in procurement and/or administrative at national or international level is required.
Languages:
- Fluency in English and Russian is required.
- Knowledge of Kyrgyz is an asset.
Required Skills:
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.). and knowledge of automated procurement systems, experience in handling of web-based management systems.
Desired Skills:
- Experience in organizing, planning, and analyzing procurement activities is highly desirable.
- In-depth knowledge of how to acquire new vendors, negotiate contracts, and manage vendor relationships is preferred.
- UN Common System experience is a strong asset.
- Experience in logistics and/ or customs is a strong asset.
- Experience in international organizations is an asset.
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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