Procurement Analyst (Nationals only) – Tehran (1 Position)
JOB DETAIL
UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.
The Procurement Analyst will work under the strategic guidance and direct supervision of the Operations Manager. The Procurement Analyst is responsible for effective delivery of procurement services to obtain best value for money. S/he analyzes and interprets financial results and regulations and provides solutions to complex procurement issues. The procurement analyst promotes a collaborative and client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Provide analytical inputs to the elaboration and implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
- Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls, and analyzes parameters in support of modifications to UNDP’s client–oriented procurement management system.
- Ensure establishing an effective mechanism for efficient monitoring and management of supply chain of health products, in line with Global Fund Quality Assurance policies and UNDP rules and regulations.
- Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor.
- Participate in and provide input to discussions on procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment.
- Conduct analysis and prepare proposals on the CO contract strategy, sourcing strategy, supplier selection, quality management, cost reduction strategies, and improvement in procurement processes in CO.
Support management of procurement processes for CO, projects, and other UN Agencies.
- Analyze information as part of preparation of procurement plans for the office and projects; and monitor their implementation.
- Implement proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, and negotiation of certain conditions of contract implementation (including payment terms) in full compliance with UNDP rules and regulations.
- Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP, ACP).
- Elaborate proposals on procurement process monitoring systems and mechanisms to eliminate deficiencies in procurement and 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.
Ensures proper control of Inventory/Assets of UNDP and Global Fund Projects.
- Implementation of bi-annual Inventory and physical verification control of the CO assets and inventories.
- Develop annual site visit plans for verification and monitoring of assets and inventories procured and distributed under Global Fund projects, in line with UNDP and global fund policies and guidelines.
- Manage physical assets disposal. Review of assets and recommendation of physical assets for disposal. Oversight of disposal of items and accuracy of inventory data.
- Ensure timely utilization of the ERP system, in line with the CAP and non-CAP profiles, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
- Oversee correct receiving, dispatch, storage and inventory procedures and monitor supplier’s performance with response to the quality and timely delivery of goods.
- Monitor and assess procurement and supply chain management (PSM) capacities of the Sub-Recipients of Global Fund projects in terms of compliance to Global Funds quality assurance policies for storage and distribution of health products.
- Establish asset/inventory control mechanisms and oversight to ensure correct storage of assets and inventories in line with UNDP guidelines and requirements and donors’ policies.
- Prepare periodic and ad-hic reports as per the requirements of UNDP, donors, and auditors.
Implement the sourcing strategy and e-procurement tools to find best values in the marketplace and align purchasing strategy to project and CO goals.
- Develop and manage rosters of suppliers.
- Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
- Develop Long-Term Agreements/Framework Agreements for more efficient category management.
- Manage and implement e-procurement system in CO.
Facilitate procurement knowledge building and knowledge sharing within UNDP Iran, Asia Pacific region, and UN Country Team in Iran.
- Participate in organizing procurement training for the operations and project staff.
- Organize procurement training for vendors on e-procurement modules.
- Synthesize lessons learned and best practices in procurement.
- Make contributions to knowledge networks and communities of practice.
- Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: May supervise support staff in Procurement Unit.
Core Competencies:
- Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
- 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 2: Able to persevere and deal with multiple sources of pressure simultaneously
- Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
- Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
People Management (Insert below standard sentence if the position has direct reports.)
UNDP People Management Competencies can be found in the dedicated site.
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.
Procurement – Contract Management:
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement – Data Analysis:
- Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
Procurement – Stakeholder Management:
- Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
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 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.
Business Management – Risk Management:
- Ability to identify and organize action around mitigating and proactively managing risks.
Business Management – Operations Management:
- Ability to effectively plan, organize, and oversee the Organization business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanism.
- 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. At minimum, applicants must hold CIPS Level 2 at the time of application.
- Applicants with 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 experience at the national or international level in public sector procurement management.
- Familiarity and knowledge of Supply Chain Management of Health products is considered as a strong advantage.
- 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
- Fluency in the Farsi and English languages is required.
- Knowledge of another UN language is desirable.
