Procurement Analyst – Port-au-Prince
JOB DETAIL
The United Nations Development Program (UNDP) has been working in Haiti since June 28, 1973. The UNDP is part of the United Nations system along with 17 other agencies also present in the country. Its presence is defined by a basic agreement with the Government of Haiti, which sets out the basic conditions under which the program will support the Government in the implementation of its development projects.
UNDP supports the Government of Haiti in its long-term approach to sustainable development by supporting capacity building of national institutions, the local private sector and communities in Haiti to better prepare the country’s future and build a strong and resilient nation.
UNDP interventions are based on a Strategic Plan. The Strategic Plan is grounded in UNDP’s ongoing commitment to eradicating poverty, support countries in their pathways towards the SDGs and working towards the Paris Agreement. It envisions bold goals, making a difference to millions of lives, including through tackling multidimensional poverty, energy access, elections participation and development financing. It explains how UNDP will develop our six signature solutions – powered by digitalization, innovation and development financing – for greater impact.
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 state, 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 Operations Manager. The Procurement Analyst supervises CO Procurement Unit responsible for effective delivery of procurement services to obtain best value for money in large offices. S/he analyzes and interprets financial results and regulations, and provides solutions to a wide spectrum of complex issues related to procurement. 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.
1.) Elaborate and manage 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 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.
- 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.
2.) Manage and guide procurement processes for CO, projects, and other UN Agencies.
- Ensure timely and duly preparation of procurement plans for the office and projects, and monitor their implementation.
- 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.
3.) Introduce and implement strategic sourcing strategy and e-procurement tools to find best values in 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/Frameworks Agreements for more efficient category management.
- Manage and implement e-procurement system in CO.
4.) Facilitates procurement knowledge building and knowledge sharing in CO, Region, UNDP and UN.
- Organize 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 sound 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.
Supervisory/Managerial Responsibilities: Supervise support staff in Procurement Unit.
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
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 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-Portfolio Management: Ability to select, prioritise and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment
Business Management-Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
- 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. CIPS level 2 is a requirement at the time of the recruitment.
- CIPS above level 3 is an asset.
- Minimum of 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.
- Knowledges in procurement methods (RFQ, ITB, RFP) is an asset
- Experience in developing and implementing Procurement Policies is desirable
- Working experience in UNDP is an asset.
Language:
- Fluency in French and Creole.
- Working Knowledge of English is desirable.
Note : Please upload copies of your academic qualifications, CIPS Certificate and 3 latest Performance Evaluations (if applicable).
Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: No requirements
