Please note the appropriate Tier indicated in the vacancy title and ensure that you hold the applicable contract as defined below.
- Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
- Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
- Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates”
Background
The Office of Procurement (OP) under the Bureau for Management Services (BMS) of UNDP is responsible for the development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).
The Office of Procurement provides direct procurement services and advisory support in the areas of Governance, ICT, Health, Energy & Environment and Infrastructure.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
Under the guidance and direct supervision of the Procurement Specialist Team Lead, the Analyst is responsible for effective delivery of procurement activities, communication and reporting functions, among other support functions to the hosting team. He/she analyzes and interprets the financial rules and regulations, as well as technical requirements and needs from Beneficiaries, and provides solutions to a wide spectrum of complex/urgent/sensitive procurement processes.
The Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst works in close collaboration with OP staff on procurement-related issues and promotes information exchange. He/she will work collaboratively with operations and programme staff in UNDP Projects and HQ business units.
1. Provide analytical inputs to the elaboration and implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
- Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls, and analyzes parameters in support of modifications to UNDP’s client–oriented procurement management system.
- Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor.
- Participate in and provide input to discussions on procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment.
- Conduct analysis and prepare proposals on the CO contract strategy, sourcing strategy, supplier selection, quality management, cost reduction strategies, and improvement in procurement processes in CO.
2. Support management of procurement processes for CO, projects, and other UN Agencies.
- Analyze information as part of preparation of procurement plans for the office and projects; and monitor their implementation.
- Implement proper procurement processes that cover RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, and negotiation of certain conditions of contract implementation (including payment terms) in full compliance with UNDP rules and regulations, and incorporating effective monitoring systems, mechanisms and controls.
- Support elaboration of submissions to internal procurement review committees (CAP, RACP, ACP).
- Conduct all relevant tasks and processes in UNDP ERP, maintain due case filing and ensure audit-proof documentation.
- Contribute monitoring systems and mechanisms to eliminate deficiencies in procurement, and implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems.
3. Implement a strategic sourcing strategy and e-procurement tools to find best values in the marketplace and align purchasing strategy to project and CO goals, contributing to:
- Development of rosters of suppliers.
- Supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
- Development of Long-Term Agreements/Framework Agreements for more efficient category management.
- Support implementation of harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.
- Contributes to market research, analysis of Electoral Projects’ items and systems needed for their implementation, quality certifications, innovations, etc. enhancing the OPGT preparedness for effective program support, procurement planning and implementation.
- Sustainable Procurement: Support OPGT with the continued knowledge building and analysis of sustainability-related innovative practices, fostering communication and coordination with BPPS Colleagues on sustainability area.
4. Facilitate procurement knowledge building and knowledge sharing in Unit, Region, UNDP and UN.
- Participate in organizing procurement training for personnel.
- Synthesize lessons learned and best practices in procurement.
- Make 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 Organisation.
Competencies
Core Competencies:
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 and Technical
Business Management & Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
Provide input to the development of customer service strategy
Look for ways to add value beyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns
Business Management & 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.
Ethics & UN policy knowledge ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Procurement & Procurement management: The ability to acquire goods, services or works from an outside external source
Procurement & Sourcing: Ability to find, evaluate and engage suppliers of goods and services
Procurement & Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement & Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Required Skills and Experience
Education:
- Advanced University Degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Supply Chain Management, or related field is required. or
- A first-level university degree (bachelor’s degree) in the above fields in combination with an additional two 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:
- Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant international professional experience in procurement support operations is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint, Sharepoint, MS project, etc) is required.
- Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.
- Experience in working with developing countries is desirable.
- Proven experience in excellent writing, research, analysis, and presentation skills is desirable.
- Experience in application of UN and/or UNDP procedures is desirable.
- Experience in sourcing advanced ICT equipment and systems is desirable.
- Experience in data analysis statistics is desirable.
- Experience in use of AI tools is desirable.
Languages:
- Fluency in English required.
- Working knowledge of another UN language would be an advantage.
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.
Scam alert
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