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Procurement Analyst (Roster Recruitment)

Kuala Lumpur (Malaysia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kuala Lumpur (Malaysia)
  • Grade: NO-B, National Professional Officer - Locally recruited position - Junior level
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
  • Closing Date: 2019-08-27

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Background

United Nations General Assembly Resolution 67/226 calls for more effective and cost-efficient support services in all programme countries by reducing the duplication of functions, and administrative and transaction costs through the consolidation of operational support services . In late 2017 as part of the Reform Agenda, the Secretary-General committed to the establishment of common back office functions for all United Nations country teams by 2022. UNDP has also subsequently reflected this as part of UNDP Strategic Plan 2018-2021 by committing to transform the organization into becoming the backbone of the United Nations Development System through the consolidation of support services to drive efficiency savings. 
 
In line with these objectives and building on recommendations from recent business process and audit reviews conducted by external firms and internal audit office respectively, the Executive Group, recommended to pursue the global clustering initiative across UNDP based on the clustering business case.
 
Under the overall guidance of the PSU Malaysia/Team Lead and direct supervision of the Procurement Specialist , the Procurement Analyst ensures effective delivery of procurement services mandated to the  GSSU. 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.
S/he will refer to Service Agreements and Standard Operating procedures (SOPs), will have a transparent and open communication with GSSU customers, and report any deviation to the Services Agreements to launch corrective actions in time.
 
S/he will improve regularly its processes, in a continuous improvement culture.
 
The Procurement Analyst supervises procurement staff of the PSU Malaysia. The Procurement Analyst works in close collaboration with PSU Field Support Team, Regional Advisors, PTP team of GSSU, Operations, Programme and project teams in the BUs, UNDP HQs, Regional Bureaus and Governments for resolving complex procurement-related issues and information exchange. 
 
In line with procurement clustering strategy approved, Procurement Analyst contributes in re-visioning and re-positioning procurement function in line with the main strategic Pillars:
 
Pillar 1: Digital Transformation: Reduce transaction costs through web-based procurement planning, e-tendering, launch of automated e-commerce platform.
 
Pillar 2: Specialization: Apply a strategic risk management approach for delivery of goods and services from complex thematic areas considered core to UNDP delivery.
 
Pillar 3: Clustered procurement support: Achieving efficiency gains and risk management through remote corporate procurement services from regional hubs.
 
Pillar 4: Embedded Regional Procurement Support: In partnership with the Regional Bureaus, strengthen CO-level procurement delivery through effective regional procurement advisory.
 
Pillar 5: Strengthening CO Procurement Capacity: UNDP will continue to roll out the Procurement Certification Roadmap in strategic partnership with CIPS.
 
Pillar 6: Oversight and Due Diligence: Strengthen risk management and oversight of internal procurement process, including due diligence measures and responsible sourcing initiatives.
 
 
 

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
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;
  • 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 including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
  • Implementation of the strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
Manages and guides procurement processes for UNDP projects and at the request of other Agencies focusing on achievement of the following results:
  • Timely and duly preparation of procurement plans for the PSH and client’s 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);
  • Management of procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas for Purchase orders approval;
  • 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;
  • Implementation of harmonized procurement services, analysis of requirements and elaboration of procurement support expansion to the clients in line with the UN reform.
Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
  • Supports in managing eCatalogue and establishing the different types of Long-Term Agreements for various categories of goods and services based on the clients’ local, regional or global needs;
  • Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
  • Management of e-procurement module.
Ensures facilitation of knowledge building and knowledge sharing in the PSH 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;
  • Manage tasks performed, propose improvement actions and lead a continuous process improvement effort.

Competencies

Core Competencies:
 
Innovation
Level: Adept with complex concepts and challenges convention purposefully
  • Ability to make new and useful ideas work
Leadership
Level: Generates commitment, excitement and excellence in others
  • Ability to persuade others to follow
People Management
Level: Models independent thinking and action 
  • Ability to improve performance and satisfaction
Communication
Level: Synthesizes information to communicate independent analysis
  • Ability to listen, adapt, persuade and transform
Delivery
Level: Meets goals and quality criteria for delivery of products or services
  • Ability to get things done while exercising good judgement
 
Technical/Functional Competencies:
Level is applicable to all below competencies:
Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
 
Sourcing Procurement
  • The ability to acquire goods, services or works from an outside external source.
Logistics
  • Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical solutions.
Contract Management
  • Knowledge of contract management concepts, principles and methods and ability to apply to strategic and/or practical solutions.
Fundamental knowledge of processes, methods and procedures
  • Possesses basic knowledge of organizational Procurement policies and procedures
Knowledge Management and Learning
  • Shares knowledge and experience and provides helpful advice to others in the office
 

Required Skills and Experience

Education:
  • Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
  • Minimum 2 years of relevant experience at the national or international level in professional complex procurement management;
  • Procurement Certification/Accreditation by a recognized professional body;
  • Proficient in the usage of computers and office software packages (MS Word, Excel, etc);
  • Solid experience in the management of people;
  • Knowledge of ERP (Enterprise Resource Planning) software; 
  • Experience in e-procurement.
Language Requirements:
  • Excellent writing and oral English skills are required; 
  • Working knowledge of French, Spanish or Arabic is an asset.
Other:
  • Non-Smoking environment 
 

Disclaimer

Important applicant information

Internal mobility at GSSU is strongly encouraged and we reserve the right to reassign the newly appointed staff members with similar skillset and educational qualifications for similar functions and job categories at the same level in GSSU.  The internal lateral movements will be determined based on the needs of the organization while allowing the newly recruits to broaden their skills, build networks and gain fresh experience and to better align their profiles with the jobs.

All posts in the GS/NO 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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