Procurement Analyst

El PNUD está comprometido a lograr la diversidad de la fuerza laboral en términos de género, nacionalidad y cultura. Se anima igualmente a presentar su solicitud a personas de grupos minoritarios, grupos indígenas y personas con discapacidad. 

Todas las solicitudes serán tratadas con la más estricta confidencialidad. El PNUD no tolera la explotación y el abuso sexual, ningún tipo de acoso, incluido el acoso sexual, ni la discriminación. Por lo tanto, todos los candidatos seleccionados se someterán a rigurosas verificaciones de referencias y antecedentes.

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. 

Through the Regional Office (RO) for Americas and the Caribbean, country offices (COs) and multi-country office (MCO) across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights particularly for marginalized groups of women. Other programmes in the region involve partnering with women in their efforts to engage in peace and reconstruction efforts and push for gender equality (GE) provisions integral to preparing for, mitigating, and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sector.

The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services. 
 

Key Functions and Accountabilities

 1. Implement administrative and procurement-related strategies in accordance with UN Women rules, regulations, and policies:

• Ensure compliance of procurement activities with UN Women rules, regulations, policies, and strategies; implement effective internal control, proper functioning of a client-orient procurement management system, and business process mapping;
• Coordinate the implementation of corporate procurement management policies and strategies in support of cost saving and operations for the RO and COs in the region;
• Follow up with internal and external audits and ensure that appropriate response is provided, and actions are taken regarding all aspects of procurement management.

2. Manage procurement processes for the Regional Office, Multi Country Office, and Country Offices

• Develop and update the roster of suppliers and support the implementation of supplier selection and evaluation;
• Support the program staff in the preparation of the procurement plans related to their projects;
• Coordination and consolidation of the organization´s requirements to identify the need for the establishment of Long-Term Agreements (LTA´s);
• Review procurement requests and initiate procurement procedures for the Regional Office and Country Offices;
• Organize and manage procurement processes including the preparation of Mini Bids, Request for Quotations (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFPs) documents, receipt of quotations, bids or proposal, prepare requests for award of contracts for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules;
• Perform Procurement Case Manager Role in ERP system (Quantum), prepare/close Purchase Orders (POs) and contracts,
• Prepare submission to the Procurement Review Committee (PRC);
• Ensure the supplier evaluation reports are recorded with respect to delivery performance and commercial acceptability,
• Ensure the asset list related to procurement purchases is registered in cooperation with the regional office asset focal person;
• Follow up with internal and external audits and ensure that appropriate response is provided, and actions are taken regarding all aspects of procurement management;
• Serves as Alternate Secretary to the Regional PRC;
• Support the Procurement Specialist in organizing joint procurement processes for the UN agencies in line with the UN reform.

3. Manage the organization of logistical services for events within the regional office:

• Organize and coordinate the travel requests for events participants including purchase of tickets for meeting participants and Daily Subsistence Allowance (DSA) calculation;
• Organize hotel reservation and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
• Timely conducted Travel Agencies, hotel, and conference facilities surveys, in coordination with other UN Agencies in case of the Regional Office;
• Pro-actively follow up on placed orders and deliveries with all concerned parties to ensure timely and safe delivery of goods/services; Take timely and appropriate decision and action to ensure objectives are met;
• Perform other administrative tasks as assigned by supervisor.

4.Facilitate knowledge building and knowledge sharing:

• Provide substantive input and support to the development of training materials, webinars, and other education materials;
• Manage trainings sessions for the operations/projects staff within the Regional Office;
• Synthesize lessons learnt and best practices in the procurement of specialized goods and services;
• Perform any other duties as required within the same capacity;
• Contribute to the Procurement Community Network and other learning networks;
• Develop and support the development of training materials, webinars and other education materials;
• Collect feedback, ideas, and internal knowledge about processes and best practices and disseminate them as best practices in procurement.

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

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

 Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies 

• Strong knowledge of procurement process, systems, administrative rules and regulations;
• Ability to provide procurement related support and advice;
• Strong knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Ability to extract and interpret data;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work; 
• Strong IT and web-based management skills.
   

Required Skills and Experience

Education:

• Master’s or bachelor’s degree (or equivalent) in Business Administration, Public Administration, Finance, or related field is required.
• A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with two additional years of qualifying experience may be accepted in lieu of Master’s degree.
• Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset.
• Willingness to take UN Women internal procurement certifications is required.

Experience:

• At least 5 years of progressively responsible experience in procurement, administration, or related field at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems, such as Quantum ERP, Oracle or similar, is an asset.
• Experience with UN organizations, international bodies or institutions is an asset.

Languages Requirements:

• Fluency in English and Spanish is required.
• Working knowledge of French or Portuguese is an asset.

Nationality:

• Only Panamanian citizens and/or foreigners with permanent residence and a valid work permit in the country may apply for this vacancy.