Procurement Analyst/Head of Procurement and Operational Support Unit - UNDP Moldova Country Office

Under the direct supervision of the Head of Operations, and the overall guidance of Deputy Resident Representative, the Procurement Analyst provides leadership in execution of procurement, administrative and logistic services in CO ensuring their effectiveness, transparency and integrity. He/she analyzes and interprets the financial rules and regulations and provides solutions to complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Analyst directly supervises and leads the members of the Procurement and Operational Support Unit and provides support to the Head of Operations in management of the Operations Unit as well as acts as alternate to the Head of Operations for management of institutional budgets/projects.

The Procurement Analyst works in close collaboration with other Units in the Country Office, development projects’ teams and other UN Agencies, as well as with UNDP HQs staff for resolving complex procurement-related issues, promoting innovative ideas/approaches and delivering information.
 

Summary of key functions:

• Administration and implementation of operational strategies and management of the Procurement and Operational Support Unit
• Management of procurement processes
• Management of administrative and logistic support services
• Implementation of sourcing strategy and e tools facilitation of knowledge building and knowledge sharing

1.    Provides analytical inputs to elaboration and implementation of operational strategies and leads the Procurement and Operational Support Unit focusing on achievement of the following results:

• Full compliance of procurement, administrative and logistic activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system.
• Overall management of the Procurement and Operational Support Unit, including regular work planning for the Unit, allocation of tasks and responsibilities among Unit members, overall monitoring and reporting on Unit's activity.
• Daily supervision and performance management of the Unit members, elaboration and introduction of measurement indicators for staff performance and for the Unit’s results.
• CO business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in procurement, administration and logistics, control of the workflows in the Procurement and Operational Support Unit in coordination with supervisor.
• Analysis and proposals on cost saving and reduction strategies in the CO.
• Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the CO.
• Provide advice to CO Management, Projects and other UN Agencies on procurement and administrative-related matters.
• Act as alternate to the Head of Operations for management of the institutional budgets/projects and provides daily support to the Head of Operations in managing the Operations Unit

2.  Supports management of procurement processes for CO, NIM/DIM projects, UN House and at the request of other UN Agencies focusing on achievement of the following results:

• Analysis of information for preparation of procurement plans for the office and projects and monitoring of their implementation.
• mplementation 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.
• Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched.
• Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Ensures Lease Agreement of the premises/property is valid at all times.
• Organization of the procurement processes for institutional budgets/projects and, where required, for other development projects.
• Development of Long-Term Agreements (LTAs) in line with assessment of needs, technical inputs and operational strategy of UNDP and other UN Agencies.
• Coordination of shipment and delivery of supplies and customs clearance.
• 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.

3.     Ensures effective and efficient provision of administrative and logistic support services, focusing on achievement of the following results:

• Coordination and supervision of UNDP country office drivers.
• Coordination of the office pool of vehicles, including through development and use of electronic fleet management system.
• Verification and certification of the average fuel consumption in the vehicle history record and coordination of vehicle maintenance.
• Coordination of UNDP vehicles' registration process.
• Coordination of required logistical arrangements for various events for the Country Office and missions.
• Organizing processes for maintenance of CO building and UNDP premises, including renovation works and coordination of activities with the UN House Administrative team;
• Analysis, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Coordination of the Country Office and UNDP projects’ inventory and assets control reporting and certification.

 

4.    Ensures implementation of sourcing strategy and e tools focusing on achievement of the following results:

• Maintenance of communication platforms with vendors on UNDP procurement in order to ensure better responsiveness to UNDP tenders and stronger partnership with private sector.
• Development and management of the rosters of suppliers, elaboration/update of supplier selection and evaluation criteria, quality and performance measurement mechanisms.
• Ensure mainstreaming of UN values into procurement processes (human rights, gender equality, diversity, greening, etc.) in collaboration with Programme Unit and other UN Agencies.
• Development of strategies which will ensure that UN values are linked to the business community.
• Development and management of in-house e-procurement tools and implementation of corporate e-procurement module.
• Provision of advice to management and inputs related to procurement and administrative matters at the project formulation and budget writing stage.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Promotion of innovative approaches to procurement and administration.
• Participation in the organization of training for the operations/ projects staff on Procurement.
• Regular update of the Procurement section of the CO intranet.
• Synthesis of lessons learned and best practices in Procurement.
• Contributions to knowledge networks and communities of practice.
   

Building Strategic Partnerships

• Maintaining a network of contacts
• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
• Documents and analyses innovative strategies and new approaches

Job Knowledge/Technical Expertise


Fundamental knowledge of own discipline

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
• Analyzes the requirements and synthesizes proposals
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Basic research and analysis

• Researches and documents ‘best practices’ in organizational change and development within and outside the UN system

Design and Implementation of Management Systems

Research and analysis and making recommendations on management systems

• Maintains information/databases on system design features
• Develops simple system components

Client Orientation


Establishing effective client relationships

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Actively supports the interests of the client by making choices and setting priorities to meet their needs

Promoting Accountability and Results-Based Management

Basic monitoring

• Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
• Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units

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
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

UNDP Procurement Certification Programme
 

Education:    

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field. Public Procurement Certification would be an advantage.

Experience:  

• At least 2 (two) years of relevant experience at the national or international level in procurement management.  
• Practical experience and demonstrated knowledge of public procurement principles.  
• Experience with international organizations and/or other public institutions is an asset.
• Experience in managing a team is an asset.
• 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, Romanian and Russian.
• Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

Please note that only applicants who are short-listed will be contacted.

Online applications can be submitted by registered users only. Self-registration link is available at the next page and requires candidates to provide a valid email address.