Background

UNDP multi-country office of Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society. 

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia has recently adopted the Thirteenth Malaysia Plan (2026-2030) which rests on three core anchors: nationhood, a MADANI social system, and an AI-driven future. RMK 13 operationalizes these through four strategic pillars focused on economic empowerment, social wellbeing, environmental sustainability, and governance transformation

Within the Operations and Programme Implementation Unit, Programme Services pillar focuses on efficiency and compliance related to delivery, finance and audits. The Procurement Analyst plays a key role in ensuring the transparency, compliance, and operational efficiency of procurement and logistics services in the Malaysia Country Office. The incumbent is responsible for interpreting and applying procurement policies and guidelines, providing strategic and technical advice on complex procurement and logistics matters, and identifying practical solutions in line with UNDP rules and procedures.

Duties and Responsibilities

The incumbent will report to the Head of Operations within the Programme Services Unit and will carry out responsibilities under their direct supervision. The incumbent will work in close collaboration with team members in the Procurement and Administration Unit, as well as with programme, project, and operations colleagues to support the timely and compliant delivery of procurement and logistics services. The incumbent is also expected to engage with senior management for the review and approval of high-value contracts and purchase orders, ensuring alignment with organizational policies and delegated authorities. In addition, the incumbent will be assigned to lead the Procurement and Administration Unitproviding guidance to team members, coordinating workflows, and ensuring adherence to UNDP policies and procedures in procurement, logistics, and administrative support services. 

The incumbent will also contribute to emergency preparedness by supporting procurement andlogistics readiness for emergency response and business continuity.

1. Strategic Procurement and Sourcing Management

  • Lead the development and implementation of strategic sourcing plans and procurement strategies to ensure timely, value-for-money acquisitions across all categories (goods, services, and works).
  • Design, establishand manage Long-Term Agreements (LTAs) with suppliers and service providers aligned with the office’s programme delivery needs and to optimize value and minimize risks.
  • Conduct comprehensive market research and supplier mapping and due diligence to ensure competitiveness, compliance, and cost-effectiveness.
  • Provide expert advice to programme and project teams on procurement modalities, solicitation methods, evaluation methods and risk mitigation strategies.
  • Collaborations with stakeholders and other agencies to align procurement strategy with broader organizational goals.

2. Procurement Oversight, Compliance, and Quality Assurance

  • Manage complex and high-value procurement processes from planning to contract award, ensuring adherence to UNDP rules, regulations, and ethical standards.
  • Draft and review solicitation documents, bid evaluations, contract awards, and submissions to the Procurement Review Committee (PRC).
  • Ensure robust contract management, including monitoring of deliverables, amendments, and supplier performance evaluations.
  • Maintain procurement documentation and records in compliance with audit requirements and transparency principles.
  • Adhering to country’s legal and regulatory requirements and UNDP’s ethical and policy guidelines

3. Logistics and Supply Chain Coordination

  • Plan, coordinate, and monitor logistics and delivery arrangements for goods and services, including international shipments, customs clearance and last-mile delivery.
  • Ensure timely customs clearance, import/export documentation, and liaison with relevant authorities (e.g., MITI, Customs).
  • Support efficient inventory, asset, and warehouse management when applicable, including proper handover and disposal.
  • Provide logistics support for workshops, events, and field missions, ensuring smooth coordination and supplier management. 

4. Emergency Preparedness and  Supply Chain Continuity

  • Develop and maintain procurement and logistics contingency plans to support UNDP’s response to emergencies s (e.g., natural disasters, health emergencies).
  • Establish and manage rapid procurement mechanisms including pre-identified supplier rosters to enable timely response .
  • Strengthen supply chain readiness by ensuring supplier availability, framework agreements and delivery routes suitable for emergency operations.
  • Support CO business continuity and supply chain resilience planning.
  • Implement measures to safeguard goods, personnel and infrastructure by mitigating risks associated with theft, damage, accidents and unauthorized access throughout the supply chain process.
  • Communicate, update and collect information regarding security situations in AoR (Area of Responsibility) to UNDP management and UNDSS.

5. Risk Management and Reporting

  • Identify procurement-related risks and recommend appropriate mitigation measures aligned with UNDP corporate policies
  • Monitor procurement KPIs, prepare regular status reports, analytical updates and dashboards for management review.
  • Contribute to procurement-related inputs for audits, evaluations, donor reporting, and results-based management.

6. Capacity Building and Knowledge Sharing

  • Provide technical guidance, mentoring, and training to CO and project staff on UNDP procurement, contract managementand logistics policies and tools.
  • Develop, update and streamline standard operating procedures (SOPs), templates, and checklists to inprove procurement and logistics workflows.
  • Promote knowledge sharing and documentation of best practices and lessons learned, and disssemination of best practices including from emergency operations and global procurement innovations.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies:

  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
  • Adapt with Agility:  LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making 

People Management:

UNDP People Management Competencies can be found in the dedicated site

Cross-Functional & Technical competencies:

Business Direction & Strategy    

  • System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Ethics     

  • UN policy knowledge – ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Procurement    

  • Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
  • Procurement Management: The ability to acquire goods, services or works from an outside external source
  • Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business Management    

  • Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Partnership    

  • Relationship management: Ability to engage with a wide range of public and private  partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Required Skills and Experience

Education:

  • Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Finance, Economics, Management, Supply Management/Logistics, Procurement, International Business, International Trade or equivalent 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:

  • A minimum of 2 years (with masters degree) or 4 years (with bachelor’s degree) of progressively responsible administration / operation / procurement experience is required at the national or international level is required.   

Required skills:

  • Experience using enterprise resource planning systems (e.g., Oracle/Quantum, SAP) for procurement and contract management, with ability to generate and interpret procurement analytics. 

Desired skills in addition to the competencies covered in the Competencies section:

  • Proven ability to develop sourcing strategies, manage competitive processes, and negotiate contracts in compliance with institutional policies. 
  • Practical knowledge and experience in customs clearance, inventory management, delivery scheduling, and event logistics coordination. 
  • Strong knowledge of public procurement regulations and international best practices 
  • Previous work experience in public procurement (either UN, development organizations, Government entities or INGOs) 
  • Experience of procuring complex requirements, with any of the following categories – consultancies, IT or communication technology, complex services or engagement will be an advantage.

Required Languages:

  •  Fluency in English and National Language (Bahasa Melayu) is required. 

Professional Certificates:

  • CIPS3 or equivalent procurement certification is highly desired

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

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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