Procurement Analyst (Re-advertisement)
JOB DETAIL
Following UNDP Surge mission in March 2021, UNDP developed its vision and programmatic offer for Cabo Delgado. UNDP’s vision is that people in Cabo Delgado achieve peaceful coexistence, recover from the crisis, and free themselves from extreme poverty and exclusion. To achieve this vision, a three-pronged strategic approach has been applied, which includes stabilization, socio-economic recovery, and transformational change, all taking place simultaneously. Stabilization will lay the foundation of risk informed development; it involves activities such as reasserting rule of law and law enforcement functions of the State, rehabilitating essential infrastructure and revitalizing local economic activities.
UNDP is concurrently implementing stabilization interventions in northern districts, most affected by violence and insecurity. Through its overall response, UNDP is not only addressing the current needs of the communities but is seeking to address the fundamental multi-dimensional root causes of fragility in the region and redress the development deficits throughout its approach, to “build forward better”.
To support the implementation of this programmatic offer, UNDP established a sub-office in Pemba.
Under the general guidance and supervision of the Operations Manager, Pemba-Sub Office and technical supervision by the Head of Mozambique CO Procurement specialist, the Procurement Analyst ensures execution of transparent and efficient procurement services and processes in the Sub-Office. The Procurement Analyst promotes a client-focused, quality and results- oriented approach in the Sub-Office.
The Procurement Analyst works in close collaboration with the operations, programme and projects’ staff in the Sub-Office and UNDP Mozambique CO and UNDP HQ staff for resolving complex procurement-related issues and information exchange. He/she analyses and interprets the financial rules and regulations and provides solutions to complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst works in close collaboration with the Management Support, Operations, Programme and project teams in the CO, UNDP HQs staff to successfully deliver procurement services.
Scope of Work
- Provides Inputs to elaboration and implementation of operational strategies.
- Supports management of procurement processes.
- Ensures implementation of sourcing strategy and e-procurement tools.
- Ensures organization of logistical services.
- Supports the Sub-Office’s efforts to strengthen its procurement capacity.
- Facilitates knowledge building and knowledge sharing.
1. Provides analytical inputs to elaboration and implementation of operational strategies focusing on achievement of the following results:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
- CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit in coordination with supervisor;
- Analysis and proposals on cost saving and reduction strategies in the CO;
- Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the CO;
- Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the Sub-Office 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.
2. Supports management of procurement processes for CO, NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results:
- Analysis of information for preparation of procurement plans for the sub-office and projects and ensuring & monitoring of their implementation;
- 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;
- Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems;
- Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
- Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, Prepares requests for vendor creation to GSSU in Quantum. Buyers profile in Quantum;
- Preparation of submissions to the Contract, Asset and Procurement Committee (CAP), the Regional Procurement Advisory Committee (RACP and Advisory Committee on Procurement (ACP).
3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation criteria, quality and performance measurement mechanisms;
- Implementation of e-procurement module;
- Implementation 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;
- Presentation of reports on procurement in the Sub-Office;
- Ensures organization of logistical services focusing on achievement of the following results;
- Organization of travel including purchase of tickets, DSA calculation on the T&E module, arrangement of shipments; vehicle maintenance; conference facilities arrangements;
- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel, and conference facilities surveys.
4. Supports the Sub-Office’s efforts to strengthen its procurement capacity:
- Coach and train on various procurement processes and procedures;
- Conduct daily sessions on various ERP solutions and platforms/dashboards;
- Ensure smooth transition of procurement services to the newly appointed staff member.
5. Facilitates knowledge building and knowledge sharing in the Sub-Office focusing on achievement of the following results:
- Participation in the organization of training for the operations/ projects staff on Procurement;
- Synthesis of lessons learned and best practices in Procurement;
- Contributions to knowledge networks and communities of practice.
Institutional Arrangement
Under the general guidance and direct supervision of the Operations Manager, Pemba-Sub Office and technical supervision by the Procurement Specialist (Head Procurement Unit), the Procurement Analyst ensures execution of transparent and efficient procurement services and processes in the Sub-Office. The Procurement Analyst works in close collaboration with the operations, programme and projects’ staff in the Sub-Office and UNDP Mozambique CO and UNDP HQ staff for resolving complex procurement-related issues and information exchange.
Core
- 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
Business Acumen:
- Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome;
- Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.
Data analysis:
- Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
Sourcing;
- Ability to find, evaluate and engage suppliers of goods and services.
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.
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 inputs 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.
Knowledge Facilitation:
- Ability to animate individuals and communities of contributors to participate and share, particularly externally.
- Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required, or
- A first-level university degree (bachelor’s degree) 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.
- Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional work experience at the national or international level in public sector procurement management;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc);
- Advance knowledge of automated procurement systems;
- Experience in handling of web-based management systems;
- Knowledge of UN procurement procedures; or of public procurement principles is an asset;
- Demonstrated ability to work effectively in the team, delivering through and with others is an asset;
- Training and/or certification in procurement and supply chain management would be considered an asset;
- Demonstrated 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.
Required Language(s)
- Fluency in English and Portuguese is required.
