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.
UNDP Samoa Multi-Country Office (MCO) is supporting the Cook Islands, Niue, Samoa and Tokelau to promote inclusive, blue-green and pro-poor growth, effective governance, and sustainable and resilient development that leverages innovation and digital transformation and seeks to catalyze financing for the Sustainable Development Goals (SDGs). We help our partners in identifying relevant solutions to their most significant development challenges and offer policy and implementation services to address these challenges.
UNDP’s programme is anchored in the principle of leaving no one behind, with specific focus on gender equality and women’s empowerment including the fight to end violence against women and girls, and empowerment and engagement of youth and Persons with Disabilities.
The Procurement Analyst supports the Project Manager of Climate Action Pathways for Island Transport (CAP-IT) project in planning, coordinating and delivering project procurement and works closely with Office of Procurement in Copenhagen to finalize the procurement processes of the project.
S/he supports on-the-job-training and capacity development of national procurement staff. S/he works in close collaboration with the operations, programme and other project teams in the MCO, the UNDP Bangkok Regional Hub and HQ to ensure a consistent quality in procurement service delivery. S/he promotes a collaborative, client-focused, quality and results-oriented approach in her/his work.
Under the guidance and supervision of the UNDP Operations Manager, the Procurement Analyst is responsible for the effective execution of the MCO procurement function, planning and delivering procurement services in a way to obtain the best value for money while ensuring the transparency and integrity of the process.
Duties and Responsibilities:
- Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client –oriented procurement management system.
- Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and manage workflows in Procurement Unit.
- Discuss procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment. Ensure timely preparation of procurement plans and monitor its implementation.
- Conceptualizes, elaborates and implements strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.
- Manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt of quotations, bids or proposals, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Review and certify submission of documents to internal procurement review committees (CAP, RACP and ACP).
- Ensure management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval. Implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems.
- Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.
- Development and management of rosters of suppliers and LTAs, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
- Organize procurement training for the operations and project staff.
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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:
Procurement
- Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
- Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
Business Direction & Strategy
- System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business Management
- Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
Required Skills and Experience:
Education:
- Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required.
- A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional two 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:
- Minimum 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
- Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
- Candidates with CIPS level 4 is an asset.
- Candidates with international experience and experience working in Pacific region will have a distinct advantage.
- Experience with Quantum/UNALL procurement functionality will be an asset.
Required Language:
- English
Disclaimer
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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