Procurement Analyst

Apia

Background

As a Small Island Developing State (SIDS) in the Pacific, Samoa has been heavily impacted by increasingly severe tropical storms. Given the topography of the country, these extreme events have caused significant river discharge that results in flooding of lowland areas. Recent tropical storms like Cyclone Evan have caused floods resulting in serious health impacts and significant damage to both public and private assets. The resulting damages have been estimated at US $200 million. Urban infrastructure has suffered considerably and is expected to further degrade as extreme weather events are become more frequent.

The objective of this project is to strengthen the adaptive capacity, and reduced exposure to extreme weather events, of vulnerable communities, infrastructure, and the built environment in the Vaisigano River Catchment area. This is the river that flows through the Apia Urban Area (AUA).

The project represents the Government of Samoa’s (GoS) initial steps in operationalizing a comprehensive flood management solution. It has three major outputs:

  1. Capacities and information base strengthened for GoS to pursue an integrated approach to reduce vulnerability towards flood-related risks;
  2. Key infrastructure in the Vaisigano River Catchment are flood-proofed to increase resilience to negative effects of excessive water; and
  3. Upgraded drainage in downstream areas to increase capacity and allow for more rapid outflow of floodwaters.

In conjunction with GoS co-financing leveraged for this project, GCF resources will be used to address a number of key technical issues including infrastructure; capacity and information based barriers to enhancing the effectiveness of flood management systems. The primary direct beneficiaries include approximately 26,528 people in the Vaisigano river catchment area and 37,000 people indirect beneficiaries.

Under the guidance and direct supervision of Programme Manager-Environment and Climate Change, the Procurement Analyst, is responsible for effective delivery of procurement services in order to obtain the best value for money of the project. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Analyst works in close collaboration with the Environment and Climate Change Unit of UNDP MCO Samoa and Government of Samoa officials to successfully deliver procurement services.

Duties and Responsibilities

The Procurement Analyst will report to the National Project Manager and the Assistant Resident Representative for operations and Environment & Climate Change and will be responsible for the overall management of procurement under the project. He/she will support the procurement activities being undertaken for the projects administered by the PMU and RPs, with the responsibility for ensuring compliance with the Government of Samoa and UNDP guidelines on procurement and selection of consultants/contractors and the requirements of the project.  The Procurement Analyst will liaise closely with the procurement department of UNDP in delivering his/her tasks.

The Procurement Analyst will be directly responsible for the following tasks:

  • The Procurement Analyst will, among other things, provide guidance to the National Project Manager on all procurement matters, progress and constraints with the implementation of the procurement packages;
  • Guide assigned sector staff of the RPs on procurement and related issues;
  • Work in coordination with the technical specialists and staff in the project team and advise them on procurement issues;
  • Be responsible for the development of detailed procurement plans for activities identified under the project by the RPs;
  • Prepare bidding documents and draft contracts for goods, works and non-consultant service contracts following NCB and shopping procedures;
  • Prepare requests for EOI, bidding documents/ request for proposals and draft contracts for goods, works, consultants and non-consultant service contracts in accordance with the schedule in the procurement plan;
  • Provide guidance on consultant short-listing, and bid and proposal evaluations;
  • Review and provide guidance on the preparation of the Bidding Documents, RFPs, contracts;
  • Ensure timely submission of all relevant documents to UNDP when UNDP procurement process is followed;
  • Specifically, review and revise, if necessary, the contracting procedures and documents for the localized community level procurement of works; 
  • Provide training for Coordinators, Technical Evaluation Committees and RPs in the preparation of Terms of References (TORs), Invitation for Expression of Interests (EoIs) and consultant short-listing; preparation of RFP and proposal evaluations and draft contracts for consultants and non-consultant service; Preparation of specifications and bidding documents and evaluation; 
  • Establish and maintain close links with the relevant institutes involved in the Project and ensure their compliance with all relevant requirements and the adherence to Government and UNDP procedures in implementing their work plans;
  • Conduct general reviews of procurement performance and submission of reports; 
  • Any other duties assigned by the Assistant Resident Representative (Environment & Climate Change) at UNDP MCO Samoa and the National Project Manager for GCF Project based at Government of Samoa, MoF.

Competencies

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity; 
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Informed and transparent decision making.

Functional Competencies:

  • Building strategic partnerships: analyses materials for strengthening strategic alliances with partners and stakeholders;
  • Promoting organisination learning and knowledge sharing: generates new ideas and approaches, researches best practices, documents and analyses more effective ways of doing things;
  • Job Knowledge: understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position and demonstrates good knowledge of information technology and applies it in work assignments;
  • Client Orientation: researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion, establishes, builds and sustains effective relationships within the work unit and with internal and external clients and actively supports the interests of UNDP MCO Samoa by making choices and setting priorities to meet their needs.

Required Skills and Experience

Education:

  • Bachelor’s Degree in the relevant field of Business or Public Administration, preferable with specialized training in procurement;
  • Master’s degree in same areas.

Experience:

  • Bachelor’s degree with 2 years of relevant experience at the national or international level in procurement management;
  • Master’s degree with zero years’ experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.

Language Requirements:

  • Fluency in English and Samoan both written and verbal.

Note:

  • Women candidates are encouraged to apply;
  • For Samoan nationals only.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNDP - United Nations Development Programme
  • Location: Apia
  • Grade: SB-3, Service Contract - Administrative support
  • Occupational Groups:
    • Procurement
    • Management, Administration and Finance
  • Closing Date: 2017-08-25

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