Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

  • Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
  • Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
  • Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
  • Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in more than 170 countries, we help nations to build integrated, lasting solutions for people and planet.

Development challenges in the Pacific Islands Countries are multi-faceted and complex. To respond to these challenges, the UNDP Samoa Multi-Country Office (MCO) concentrates its efforts on building the capacity of the Cook Islands, Niue, Samoa, and Tokelau to promote inclusive, blue-green, and pro-poor growth, effective governance, and sustainable and resilient development that leverages innovation and digital transformation and seeks to catalyze financing for the Sustainable Development Goals (SDGs). We help our partners in identifying relevant solutions to their most significant development challenges and offer policy and implementation services to address these challenges.

Guided by the UNDP Multi-Country Programme Document (MCPD) for the Pacific Island Countries and Territories 2023-27, the MCO’s policy, advisory, programmatic, and implementation services focuses on the following areas:

  • Peace: inclusive governance, justice, and peace
  • Prosperity: inclusive, blue-green, and sustainable growth
  • Planet: sustainable management of natural resources, biodiversity conservation, strengthened climate and disaster resilience and management.

Under the guidance and supervision of the Operations Manager, the Procurement Analyst is responsible for the effective execution of the CO procurement function, planning and delivering procurement services in a way to obtain the best value for money while ensuring the transparency and integrity of the process. S/he analyzes and interprets UNDP’s rules and regulations, and policies and procedures, and provides inputs to a wide spectrum of issues related to procurement. The Procurement Analyst supports on-the-job-training and capacity development of national procurement staff. S/he works in close collaboration with the operations, programme and project teams in the CO, the UNDP's Bangkok Regional Hub and HQ as well as staff in the UNDP Global Shared Services Unit to ensure a consistent quality in procurement service delivery. S/he promotes a collaborative, client-focused, quality and results oriented approach in her/his work.

Duties and Responsibilities

The incumbent will report to the Operations Manager.  S/he will provide support to the procurement unit head.  Please refer to the organigram as reference.

Contribute to the effective implementation of procurement strategies and adaptation of processes in full compliance with UNDP rules and regulations: 

  • Ensuring compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system. 
  • Implementation of the strategic procurement in the CO including, sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement, performance measurement, and improvement of procurement processes in the CO.
  • Mapping of procurement business processes / establishment of the MCO’s workflow and control of procurement processes.
  • Analysis of requirements and synthesis of proposals on cost saving and reduction strategies in the CO. 
  • Participation in periodic meetings of the office and of the Unit in order to provide prompt and timely inputs in the planning of resources and activities.
  • Synthesis of proposals and implementation of standardized approach to sourcing strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.

Support the management of procurement planning and processes for the MCO, its projects, and at the request of other UN Agencies, focusing on achievement of the following results: 

  • Analysis of information for preparation of procurement plans into a consolidated CO-wide procurement plan and monitoring of their implementation.
  • Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
  • Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems.
  • Elaboration of proposals and implementation of procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
  • Preparation of cost-recovery bills for procurement services provided by UNDP to projects and other Agencies.
  • Implementation of harmonized procurement services and elaboration of proposals/analysis of requirements on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform and the Business Operations Strategy (BOS) for Samoa.
  • Preliminary review of submissions to the relevant procurement oversight and procurement review committees

Ensure implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

  • Development and management of rosters of suppliers and LTAs, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
  • Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation.
  • Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
  • Review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

Ensure facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Organization of training for the operations/ projects and well as CO staff on Procurement, best practices, coordinate clients training and capacity building in procurement and contract management.
  • Synthesis of lessons learnt and best practices in Procurement.
  • Contributions to knowledge networks and communities of practice.

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

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

Business Direction & Strategy

  • Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization
  • System Thinking : Ability to use objective problem analysis and judgment 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
  • Effective Decision Making : Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.
     

Business Development 

  • Knowledge Generation: Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations

Partnership Management    

  • Relationship Management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

Procurement 

  • Contract Management :Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
  • Procurement Management : The ability to acquire goods, services or works from an outside external source
     

Required Skills and Experience

Education:

  • Advanced university degrees (master’s degree or equivalent) in Business Administration, Supply Chain Management, Procurement or any other related field is required. Or
  • A first-level university degree (Bachelor´s degree) in the areas mentioned above in combination with additional 2 years of qualifying experience, will be given due consideration in lieu of the Advanced University Degree.
  • CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage

Experience:

  • Minimum of 2 years (with Master´s degree) or 4 years (with Bachelor´s degree) of relevant project management experience working at the national or international level in the development sector or in the public sector is required. 

Required skills:

  • Experience in acquiring goods, services and works from an outside external source
  • Experience and knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply to strategic and/or practical situations.
  • Demonstrated ability to research, discover trends, and make recommendations pertaining to a particular market.
  • Experience and knowledge of supplier management concepts, principles and methods, and ability to apply to practical situations.
  • Demonstrated ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP.
  • Demonstrated ability to find, evaluate and engage suppliers of goods and services
  • Experience and knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
  • Demonstrated ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled.

Desired skills:

  • Relevant experience at the national or international level in procurement, contract administration, logistics/supply chain management or related areas of function is an asset.
  • Good knowledge of ERP systems (such as PeopleSoft) is desirable.
  • Knowledge of UN/UNDP procurement policies, procedures, and their practical application is desirable.
  • Exposure to donor-funded projects, cost recovery, or multi-currency transactions is an asset. 

Required Language:

  • Fluency in English is required.

Travel:

  • UNDP will cover the cost of travel of the individual to the duty station, as well as their return to their home upon completion of their services. 
  • The procurement analyst, may from time to time, be required to undertake travel to support project implementation activities. This travel and associated expenses will be funded by the Country Office. 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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