UNDP : Procurement Analyst (Nationals only)
JOB DETAIL
The United Nations Development Programme (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 is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.
UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on results Management and compliance entrusted with the corporate alignment, programme finance management and quality assurance, and strategic communications team that provides knowledge management and communication support to all programme interventions.
Within the Pacific Office Multi-Country Office (MCO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Procurement Analyst supervises and leads the staff of the Procurement Unit. The Procurement Analyst works in close collaboration with the operations, programme and project teams in the CO, Regional Procurement Advisor, UNDP HQs staff and Government officials to successfully deliver procurement services.
Summary of Key Functions
- Elaboration and implementation of operational strategies
- Management of procurement processes
- Introduction and implementation of sourcing strategy and e-procurement tools
- Facilitation of knowledge building and knowledge sharing
1. Ensures 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, 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 and Logistics, control of the workflows in the Procurement Unit.
- Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
- Elaboration and implementation of cost saving and reduction strategies.
- Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
2. Manages and supports procurement processes for MCO, projects, One UN initiative and at the request of other Agencies focusing on achievement of the following results:
- Timely and duly preparation of procurement plans for the office and projects and 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.
- Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (R/ACP).
- Management of procurement contracts.
- 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 monitoring system and mechanisms to eliminate deficiencies in procurement.
- Support to Business Operations Strategy (BOS) and Implementation of harmonized procurement services on common services expansion in line with the One UN reform.
- Preparation of cost-recovery bills in ERP system for procurement services provided by UNDP to other Agencies.
3. 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 suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
- Implementation and effective use of UNDP e-tendering systems.
4. 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 learnt and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.
Performs other duties within the functional profile as assigned or deemed necessary for the efficient functioning of the office
Supervisory/Managerial Responsibilities: The Procurement Analyst will be responsible for supervision, performance management and development of the Contract Management Analyst.
Competencies
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 Competencies
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical Competencies:
Business Direction & Strategy – Effective Decision Making
- Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Management – 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.
Procurement – Procurement management
- The ability to acquire goods, services or works from an outside external source.
Procurement – Contract management
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement – Strategic sourcing
- Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement – Supplier/relationship management
- Knowledge of supplier 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.
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field and 2 years of relevant experience at the national or international level in procurement management. OR
- Bachelor’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field and 4 years of relevant experience at the national or international level in procurement management.
- Minimum 2 years (with Master’s degree) or 4 years (with Bachelor’s degree) of progressive experience at the national or international level in procurement management, business administration, public administration or other similar area is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in use of spreadsheet and database packages.
- CIPS3 certification is a mandatory requirement (If there is no CIPS 3 at the time of recruitment, it should be obtained within one year, and the candidate should at least have CIPS 2).
- Demonstrated experience in strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations.
- Demonstrated experience to find, evaluate and engage suppliers of goods and services.
- Demonstrated experience in supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
- Fluency in English, Fiji Hindi and/or Itaukei is a requirement.
