Procurement and Administrative Analyst
New York City
- Organization: UNDP - United Nations Development Programme
- Location: New York City
- Grade: Level not specified - Level not specified
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Occupational Groups:
- Operations and Administrations
- Procurement
- Closing Date: Closed
Hosted by the UN Development Programme (UNDP), the MPTF Office is the only United Nations unit exclusively dedicated to the design and administration of multi-stakeholder pooled financing instruments. Since 2003, it has supported over 200 UN-backed pooled funds, providing an integrated platform of inter-agency pooled fund services to help UN organizations and partners make fast and efficient progress towards collective outcomes, like the 2030 Agenda. The MPTF Office’s current portfolio is over $16 billion in total, with more than $1.8 billion per year in contributions and includes more than 150 active pooled financing mechanisms.
The MPTF Office’s trustee and fund administration service is a standard setter in the UN System - professionalized, highly transparent and firewalled from all UN implementing entities. The MPTF Office has put in place a number of tools and systems to support its transparent and accessible fund administration services such as its digital platform the MPTF Office Gateway. As a shared UN service provider, the MPTFO operates in a distinct and dedicated business unit. It provides an integrated service platform that, in addition to core trust fund design and administration functions, provides complementary services to users like data analytics, research administration, and knowledge management.
Reporting to the Operations Analyst, the Procurement and Administrative Analyst is responsible for providing admin and procurement services to MPTFO and hosted Fund Secretariats performing a variety of administrative services with focus on procurement and related IT processes ensuring high quality and accuracy of work:
1) Ensure timely and effective services provision to implement the office strategy
- Delivers timely and solutions-focused client-oriented procurement and related services as required to MPTFO and hosted Funds Secretariats
- Prepare required information and reports for audit exercises and senior management requests.
- Ensures completeness of related information and documentation in support of cost-recovery of administratively hosted fund secretariat services
- Complete other tasks as assigned to support implementation of the strategic plan and business continuity of the office including back up support functions
2) Ensure provision of administrative support services:
- As required, provides back-up support with travel arrangements (creation of travel request, post travel claims) in coordination with Finance, as needed.
- Support to Operations Analyst with coordination of assets, inventory and non-asset management in the office, timely preparation and submission of regular inventory/asset reports
- Work with the Operations team with in-country protocol matters, registration of staff, including email activation/creation, and other administrative areas
- Ensure IT equipment is provided to personnel, within the office and is fully functioning through close engagement and coordination with ITM.
3) Provides Procurement support services:
- Implementation of proper procurement processes including organization of Requests for Quotations (RFQ), Invitations to Bid or Requests for Proposals (RFP) and/or IC selection, development of tender documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP’s procurement policy and processes.
- Prepares submissions and attends as required, the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Prepares Purchase orders (PO) and contracts for approval in Quantum as per UNDP’s procurement processes.
- Manages suppliers (registration/creation/updates) and provides timely solutions on related areas in coordination with Finance and as needed UNDP procurement unit, as needed.
- Establishes and maintains rosters for key positions, lists for LTAs, including overview of performance assessments.
- Performs the Buyer role in Quantum as required for this position.
- Maintains assigned information and knowledge products on SharePoint for administrative functions
4) Facilitate knowledge building and knowledge sharing in MPTFO and with Fund Secretariats
- Develop, organize and provide one-on-one or group briefings, training sessions on procurement, IT, travel and other administration related topics as applicable
- Synthesis of lessons learnt and best practices and related
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
The Procurement and Administrative Analyst will report to the Operations Analyst, MPTF Office.
Competencies
Core | ||||||||||||||||||||||||
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 & Technical competencies
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- Advanced university degree (master’s degree or equivalent) in Management or Business Administration, Finance, Information Technology or equivalent is required. Or
- A first-level university degree (bachelor’s degree) in the areas mentioned above, 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. Having the required CIPS certification at the time of recruitment is a distinct advantage.
- Up to two (2) years (with a master's degree) or two (2) years (with a bachelor's degree) of progressively responsible experience in operations functions, primarily procurement and administration, is required.
- Demonstrated performance in delivering solutions-oriented client service
- Experience and understanding of the financial implications of administrative, travel and procurement functions
- Experience with ERP systems
- Experience in procurement and contract management processes within UN system
- Experience in administrative, travel and IT processes within UN system
- Experience in supporting multi-locational teams/clients
- Fluency in English required;
- Working Knowledge of French desired