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Procurement Analyst

Addis Ababa

  • Organization: UNDP - United Nations Development Programme
  • Location: Addis Ababa
  • Grade: Junior level - NO-B, National Professional Officer - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
    • PROCUREMENT
  • Closing Date: Closed

Background

Under the guidance and direct supervision of the Procurement Specialist, the Procurement Analyst is responsible for effective provision of procurement services in order to obtain the best value for money in the UNDP Ethiopia Country Office. He/she analyzes and interprets the procurement and 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 Operations, Programme, PMSU and project teams in the CO, RSCA, UNDP HQs staff and Implementing Partners to successfully deliver procurement services.
 

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational strategies;
  • Management of procurement processes;
  • Implementation of sourcing strategy and e-procurement tools;
  • Facilitation of knowledge building and knowledge sharing;
  • Management of UNDP assets.
Duties and Responsibilities:
 
1. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
  • CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit;
  • Analysis of requirements and synthesis of proposals for cost saving and reduction strategies;
  • Synthesis of proposals and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
  • Implementation of the strategic procurement in the CO including sourcing strategy,  supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
2. Manages and guides  procurement processes, in particular complex procurement of goods and services, for CO, NIM/DIM projects, and at the request of other Agencies focusing on achievement of the following results:
  • 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 and certification 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. Timely corrective actions on POs with budget check errors and other problems;
  • Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies;
  • Liaising with other UN agencies as to increase the effectiveness of the procurement processes, implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services, introduction of joint procurement for the UN Agencies in line with the UN reform;
  • Management of assets in Atlas;
  • Performs other duties as may be required. 
3. Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
  • Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
  • Management of e-procurement module;
4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Organization of trainings for the operations/ projects staff on Procurement;
  • Synthesis of lessons learnt and best practices in Procurement;
  • Sound contributions to knowledge networks and communities of practice.
5. Manages UNDP assets and fulfils asset reporting as per corporate requirements:
  • Develops systems and SOPs for assets handling and management;
  • Conduct corporate regular reporting requirements;
  • Lead asset counts as per corporate requirement;
  • Train staff members on asset management.

Competencies

Corporate Competencies:
  • Demonstrates integrity by modeling the UN’s values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favoritism.
Functional Competencies:
 
Knowledge Management and Learning.
  • Promotes a knowledge sharing and learning culture in the office;
  • In-depth knowledge on development issues;
  • Ability to advocate and provide policy advice;
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness.
  • Ability to analyse procurement service requirements;
  • Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP);
  • Ability to apply organizational policies and procedures;
  • Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
  • Strong analytical skills.
Management and Leadership.
  • Focuses on impact and result for the client and responds positively to feedback;
  • Leads teams effectively and shows conflict resolution skills;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates strong oral and written communication skills;
  • Builds strong relationships with clients and external actors;
  • Remains calm, in control and good humored even under pressure;
  • Demonstrates openness to change and ability to manage complexities.
UNDP Procurement Certification programme.
 

Required Skills and Experience

Education:
  • Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
  • 2 years of relevant experience at the national or international level in procurement management. 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 the UN and national language of the duty station.

Disclaimer

Important applicant information

All posts in the GS 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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This vacancy is now closed.
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