Procurement Analyst - IPSA 9

Copenhagen

Organization: UNDP - United Nations Development Programme
Location: Copenhagen
Grade: Junior level - IPSA-9, International Personnel Services Agreement
Occupational Groups:
- Procurement
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description

The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, improved and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).

OP is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP.

Global Procurement Services Division Health under the Office of Procurement is designed to cater the needs of GF and other health programmes, ensuring uninterrupted and timely supply of quality assured pharmaceutical and health products (e.g. medical devices, PPE, IVDs and laboratory equipment and consumables), to mitigate the risk associated with pharmaceutical and health related procurement, to foster the partnership with UN sister agencies, maintain the framework agreements with manufacturers and qualified procurement agencies, to negotiate the best deals, thereby generating savings and volume discounts.

Scope of Work

Under the guidance and direct supervision of the Procurement Specialist, the Procurement Analyst is responsible for effective deliveryof procurement servicesin order to obtain the best value for money. He/she analyzesand interprets the financial rules and regulations and providessolutions to a wide spectrum of complex issuesrelated to health procurement.

The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. The person will work in close collaboration with GPSD Health staff for resolving complex procurement-related issuesand information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

Duties and Responsibilities

3.1 Ensures procurement and supply chain service delivery to UNDP Country Offices and national partners for incoming requests for health products, including pharmaceuticals, medical devices, PPE, IVDs and laboratory equipment and consumables with the following key responsibilities:

Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, provision of a client-oriented support.
Liaises with UNDP Country Officesand Requisitioning Units to enable efficient and cost-effective procurement and logistics support;
Workswith the development, publication of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers;
Conducts secondary bidding processes in response to specific needs as per the existing SOPs; Communicates outcome of procurement processes (Cost Estimates) to UNDP Country Offices;
Facilitates UNDP Country Officeswith the identification and mitigation of procurement and supply chain management related risks;
Proactive Management of procurement contracts and ERP related processes. Preparation and submission of procurement cases to the Advisory Committee on Procurement (ACP), as applicable;
Timely corrective actions on POs with budget check errors and other problems.

3.2 Ensures the execution of procurement processes to efficiently and cost-effectively meet UNDP’s needs for the procurement of health products, including pharmaceuticals, medical devices, PPE, IVDs and laboratory equipment and consumables with the following key responsibilities:

Contributes to the streamlining of compliance to Quality Assurance and other related UNDP policies and procedures in close collaboration with QA Team and Procurement Specialist;
Conducts market research and trend analysis to support the development of tailored procurement strategy for the planned procurement processes;
Works with issuance of Purchase Orders and Contracts with manufacturers, wholesalers, freight forwarders and other services providers as required;
Liaises with UNDP Country Offices and procurement services partners to ensure timely and smooth (trouble free) delivery of required goods and services;
Maintain up to date procurement database, including supplier performance evaluations and provide regular consolidated reports;
Facilitates long-term procurement planning to inform decision making leading to most cost-effective means of procurement; and
Undertakes, when required, value for money assessments, mainly - in terms of price optimization and cost effectiveness of medicine procurement offered to national partners, including UNDP Country Offices.

3.3 Contributes to foster Knowledge Sharing on procurement services for health commodities to UNDP Country Offices with the following key responsibilities:

Ensure systematic knowledge sharing on procurement with Country Offices by assisting in the organization of training workshops and in the development of knowledge tools;
Facilitates t onboarding of newly recruited team members;
Compiles and analyses historical data and forecasts of health products, including pharmaceuticals, medical devices, PPE, IVDs and laboratory equipment and consumables;
Contributes to the management of data requests internal and external to the organization relating to health products, including pharmaceuticals, medical devices, PPE, IVDs and laboratory equipment and consumables’ supply; and
Contributes in the preparation of health procurement related tools and approaches;
Facilitates in the preparation and communication of results.
Facilitates GPSD Health with the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc. and develop and apply a methodology to capture impact and effect of these initiatives).

3.4 The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

Supervisor: Procurement Specialist, GPSD Health

Competencies

Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable diversity and Inclusion:	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional and Technical

Thematic Area	Name	Definition
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 input 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 Direction and 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
Ethics	UN policy knowledge - ethics	Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Procurement	Procurement management	The ability to acquire goods, services or works from an outside external source
Sourcing	Ability to find, evaluate and engage suppliers of goods and services
Supplier/relationship management	Knowledge of supplier management 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

Required Skills and Experience

Min. Academic Education	Advanced university degree (Master’s Degree or equivalent) in Social Science, Public Health, Law, Economic, International Development is required. Or A first-level university degree (bachelor’s degree) in the above areas, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
Professional Certificates	CIPS Level III is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Min. years of relevant Work experience	Minimum of 2 years (with Master’s degree) or 4 years (with Bachelors degree) of national/international professional experience in procurement or supply chain or related areas.
Required/ Desired skills and competencies in addition to the competencies covered in the Competencies section	[DF3] Work experience with health procurement (pharmaceuticals, medical devices, PPE, IVDs and Laboratory equipment and consumables) is required. Work experience from a developing country highly desirable. Demonstrated experience in the development of health procurement related training, guidance materials, and tools is an asset. Demonstrated experience in the development of standard operating procedures for health products procurement processes is an asset. Experience in establishing and maintaining global long terms agreements for health products (pharmaceuticals, medical devices, PPE, IVDs and Laboratory equipment and consumables) is an advantage. Experience and knowledge of Global Fund procurement policies and procedures is an asset. 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 is required Working knowledge of UN and/or UNDP procedures, grant applications and program implementation is highly desirable.
Required Language(s)	Fluency in English is required. Working knowledge of other UN Language/s would be an asset

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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