Under the guidance and direct supervision of the Business Solutions and Operations (BSOP) Chief, the Procurement Analyst supervises the Procurement Unit and is responsible for effective delivery of procurement services in order to obtain the best value for money.
He / she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of 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 BSOP Chief, Operations, Programme and project teams in the Regional Hub / RBLAC, other CO’s serviced by the Regional Hub, Agencies, UNDP HQs staff and Government officials to successfully deliver procurement services.
Duties and Responsibilities Summary of Key Functions :
Implementation of operational strategies;
Management of procurement processes;
Implementation of sourcing strategy and e-procurement tools;
Facilitation of knowledge building and knowledge sharing.
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;
Regional Hub Procurement business processes mapping and elaboration / establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit;
Analysis of requirements and synthesis of proposals for cost saving and reduction strategies;
Synthesis of proposals and implementation of contract strategy in the Regional Hub including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
Implementation of the strategic procurement in the Regional Hub including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-
procurement introduction and promotion, performance measurement.
Manages and guides procurement processes for the Regional Hub, CO’s, NIM / DIM projects, UN House 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 (ACP);
Management of procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas for Purchase orders approval;
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;
Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies;
Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.
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;
Management of e-procurement module.
Ensures facilitation of knowledge building and knowledge sharing in the Regional Hub 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.
Impact of ResultsThe key results have an impact on the overall Regional Hub efficiency in procurement management and success in introduction and implementation of operational strategies.
Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services, introduction of e-
procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects. Competencies Functional Competencies : Building Strategic Partnerships Level 1.
2 : Maintaining a network of contacts
Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues;
Establishes and nurtures positive communication with partners.
Promoting Organizational Learning and Knowledge SharingLevel 1.2 : Basic research and analysis
Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
Documents and analyses innovative strategies and new approaches;
Identifies and communicates opportunities to promote learning and knowledge sharing.
Job Knowledge / Technical ExpertiseLevel 1.2 : Fundamental knowledge of own discipline
Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Analyzes the requirements and synthesizes proposals;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.
Promoting Organizational Change and DevelopmentLevel 1.2 : Basic research and analysis
Researches and documents best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives;
Gathers and analyses feedback from staff.
Design and Implementation of Management SystemsLevel 1.2 : Research and analysis and making recommendations on management systems
Maintains information / databases on system design features;
Develops simple system components
Client OrientationLevel 1.2 : Establishing effective client relationships
Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Actively supports the interests of the client by making choices and setting priorities to meet their needs;
Anticipates client needs and addresses them promptly.
Promoting Accountability and Results-Based ManagementLevel 1.2 : Basic monitoring
Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems.
Core Competencies : Innovation Ability to make new and useful ideas work. Level 4 : Adept with complex and challenges convention purposefully.
Critically assesses established methods;
Contributes to prototyping, piloting, and evaluating lessons / feedback
Leadership Ability to persuade others to follow. Level 4 : Generates commitment, excitement and excellence in others.
Creates new opportunities for team, not just self to learn and take on new responsibilities;
Actively shares knowledge
People Management Ability to improve performance and satisfaction. Level 4 : Models independent thinking and action.
Demonstrates behaviors of teamwork, collaboration, knowledge sharing, maintaining relationships.
Communication Ability to listen, adapt, persuade and transform. Level 4 : Synthesizes information to communicate independent analysis.
Communicates ideas and positions with command and confidence;
Finds common ground to solve problems.
Delivery Ability to get things done while exercising good judgement. Level 4 : Meets goals and quality criteria for delivery of products or services.
Embraces complex challenges and opportunities for getting work done;
Ability to embrace challenges with minimal supervision;
Works to develop organizational awareness of UNDP’s approach to client service delivery and integrity and accountability.
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
2 years of relevant experience at the national or international level in procurement management;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.
Language Requirements :
Fluency in Spanish and English.
UNDP Procurement Certification Programme required
Important applicant information
All posts in the National Officer categories are subject to local recruitment.
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Vacancy End Date (Midnight New York, USA) Agency