Procurement Systems Analyst (Health Procurement) - IPSA 9

Copenhagen

Organization: UNDP - United Nations Development Programme
Location: Copenhagen
Grade: Junior level - IPSA-9, International Personnel Services Agreement
Occupational Groups:
- Public Health and Health Service
- Procurement
- Information Technology and Computer Science
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.

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.

Quantum Procurement Team as part of the Policy Team within Office of Procurement provides capacity building and support services to procurement system users globally as well as works closely with technical and development team to identify and implement system enhancements.

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.

Duties and Responsibilities

The Procurement Analyst will work on a time shared basis for both Quantum Procurement Team and Global Procurement Services Division Health and have dual reporting lines to the corresponding Team Leads. He/she is responsible for 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 health procurement. He/she is also responsible for ensuring that the procurement system is used to its full effectiveness by all the procurement units within Office of Procurement in Copenhagen and serve as the Quantum focal point for the teams

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 and Quantum Procurement Support staff for resolving complex procurement-related issues and 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 Provide support to procurement system users. Provide technical support to system users as required. The support will include:

Solving ad-hoc system issues faced by system users;
Guide users on how to use and navigate the system on ad-hoc bases;
Provide coaching and guidance on how to use the system for first time users.
Conduct online trainings for users;
Conduct classroom trainings or specific field office missions if necessary

3.2 Develop system user resource guides and tools. Office of Procurement will develop several training materials for internal and external users. The support analyst will assist in the development of these guides, more specifically:

Develop specific parts of the guides as assigned by supervisor;
Provide input in other parts of the guide development by other team members;
Develop response templates for most frequently asked questions;
Develop video recordings for system users;
Assist with development of dashboards and other report

3.3 Supports the development and implementation of digital infrastructure of procurement architecture to efficiently and cost-effectively meet UNDP’s needs for the procurement of quality health products:

In full compliance with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective digital infrastructure and information management tools to provide client-oriented procurement management system.
Support the development and introduction of an electronic product catalogue for key product categories.
Support the procurement teams with enhancement of Key Performance Indicators system to monitor the performance of suppliers;
Ensure the effective implementation order management tools (through UNALL and Quantum, complimented by existing online SP/SS tools);
Review the data sets collected, assist in optimizing the data collection and data analysis approaches.
Support in development of interactive and user-friendly delivery tracking tool for all GHPC clients;
Development and roll out of dashboards and reporting tools for health products procurement;

3.4 Support operationalization UNALL / Quantum for GPSD Health team:

Provide technical support to GPSD Health Team in finding the most effective ways of utilization of corporate tools for managing procurement cases through UNALL and Quantum, complimented by existing online Sharepoint tools.
• Provide technical support for the development and maintenance of Procurement catalogues and facilitate the integration of catalogues into Quantum. Assist in drafting SOPs for maintenance of online catalogues.
• Establish cross-referencing tools for pharmaceuticals and other health products among Procurement Partners, to enhance the coordination with partners and donor reporting.
• Support Donor reporting in Quantum/UNall and ensure relevant dashboards are updated

3.5 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 Offices and Requisitioning Units to enable efficient and cost-effective procurement and logistics support;
Works with 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 Offices with 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.

3.6 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).

Institutional Arrangement

Supervisor: Procurement Systems Specialist (P3) Quantum Team with matrix reporting to Procurement Specialist (Health Team)

Competencies

Achieve Results[ZY1]:	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, provideconsistent solutions, anddeliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide input to the development of customer servicestrategy Lookfor ways to add valuebeyond 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 ethicsand integrity
Procurement	Procurement management	The ability to acquire goods,services or worksfrom an outside external source
Sourcing	Ability to find,evaluate and engagesuppliers of goodsand services
Supplier/relationship management	Knowledge of supplier management concepts, principles and methods, and abilityto apply thisto strategic and/or practical situations
Contract Management	Knowledge of contract management concepts, principles and methods, andability to applythis to strategic and/or practical situations

[ZY1]Seems level requirements should be revisited

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	Practical experience in system support as help desk function. 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. Work experience with health procurement (pharmaceuticals, medical devices, PPE, IVDs and Laboratory equipment and consumables) is desired. Work experience from a developing country highly desirable. Demonstrated experience in the development procurement related training, guidance materials, and tools is an asset. Demonstrated experience in the development of standard operating procedures for procurement processes is an asset. Experience in establishing and maintaining long terms agreements for health products is an advantage. Experience and knowledge of Global Fund procurement policies and procedures is an asset. Working knowledge of UN and/or UNDP procedures, grant applications and program implementation is highly desirable.
quired 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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This vacancy is now closed.