Procurement Analyst

UNDP’s Regional Hub for Europe and the CIS is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Director, the RBEC Regional Hub employs a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff.

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 IRH Operations Advisor. The Procurement Analyst supervises the IRH Procurement Unit responsible for effective delivery of procurement services in IRH to obtain best value for money. 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 IRH, Country Offices, Central Bureaus and HQ as well as with suppliers 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.
 

• 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 IRH 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 IRH 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.
• Provide services to hiring units and management on proper implementation of UNDP rules for contracting Individual Consultants (ICs).

Manage and guide procurement processes for IRH, 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.
• Organization of micro-canvassing processes for office and projects; review of submissions from projects, making sure that they are in line with UNDP rules and their approval
• Contributes to the physical verification and assets management processes and inventories in the IRH.
• Entry in e-procurement system of all the requisite management information. 
• In charge of proper filing and archiving; records keeping and preparations for audits.
• 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 e-procurement system for the procurement services provided. Organization of joint procurement processes for the UN Agencies in line with the UN reform. Maximizes benefits from using other UN Agencies LTAs/procurement arrangements
• Input to the IRH business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement (IC) management in consultation with the direct supervisor.
• Supports the development and maintenance of guidelines and tools for IC contracting processes and design/develop/update online IC information webpages as necessary
• Review and provide recommendations to procedures, methods, tools and associated systems related to recruitment of ICs to ensure transparency and competitiveness of recruitment processes 

Introduce and implement strategic sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and IRH 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 IRH.

Facilitates procurement knowledge building and knowledge sharing in IRH, CO in the Region, UNDP and UN:

• Organize procurement trainings for the operations and project staff and newcomers.
• Organize procurement trainings for suppliers on Quantum.
• 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
• Assists hiring units and management on proper implementation of UNDP rules for contracting Individual Consultants (ICs).

• 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

• Strategic Sourcing
  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations 
• Contract Management
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations 
• Data Analysis
  • Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making 
• Stakeholder Management 
  • Ability to work with incomplete information and balance competing interests to create value for all stakeholders 
• 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
• Portfolio Management
  • Ability to select, prioritize 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
• Risk Management
  • Ability to identify and organize action around mitigating and proactively managing risks