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Procurement Analyst

Port Moresby (Papua New Guinea)

  • Organization: UNDP - United Nations Development Programme
  • Location: Port Moresby (Papua New Guinea)
  • Grade: NO-B, National Professional Officer - Locally recruited position - Junior level
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
  • Closing Date: 2021-02-01

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Background

The UNDP Papua New Guinea Country Programme Document (CPD) is at its mid-point. The Programme has been rapidly expanding over the current CPD period. Preparatory work on the next United Nations Sustainable Development Cooperation Framework 2023-2027 has commenced with UNDP leading on the Governance and Environment related analytical and assessment inputs.
 
UNDP Papua New Guinea seeks to consolidate the foundations for a next generation office that is fully capacitated to leverage strong development fundamentals built in the current CPD cycle and continue its trend of scaling up its presence and services. Leveraging its technical, coordination and administrative strengths, UNDP will continue to provide integrated policy advice, evidence-based solutions, quality assurance and management services supporting the national and sub-national implementation of a growing portfolio of activities. 
 
Under the guidance and direct supervision of the Operations Manager, the Procurement Analyst is responsible for management of the CO Procurement Unit and effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the 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 supervises and leads the staff of the Procurement Unit. The Procurement Analyst works in close collaboration with the operations, programme and project teams in Papua New Guinea, UNDP’s Bangkok Regional Hub, UNDP Head Quarters staff and Government officials to successfully deliver procurement and associated services.
 

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 including the implementation of effective internal controls, proper design and the functioning of a client-oriented procurement management system.
  • County Office Procurement business process mapping and the elaboration and/or establishment of internal Standard Operating Procedures (SOPs) for Procurement and Logistics, and the control of the workflows in the Procurement Unit.
  • Elaboration and implementation of cost savings’ and cost reduction strategies.
  • Implementation of contract management strategies in the Country Office including tendering and evaluation, contractor appraisal, contract management, legal considerations and payment conditions, and risk assessment and mitigation.
  • Development and implementation of procurement strategies in the Country Office including sourcing, supplier selection and evaluation, quality management, customer relationship management, e-procurement and promotion, and performance measurement.
2.Manages and guides procurement processes for the Country Office, NEX/DEX projects, UN House and at the request of other Agencies focusing on achieving the following results:
 
  • Consolidating individual project unit procurement plans for the Country Office and monitoring of their implementation through corporate platforms including the provision of advice on the timely preparation of procurement plans. 
  • Monitors implementation of procurement plans with periodic reporting to management on progress and issues arising.
  • Implementation of automated business processes such as electronic tendering using PeopleSoft ERP.
  • Implementation of procurement processes including organization of Requests For Quotation (RFQ), Invitation to Bid (ITB) or Requests For Proposal (RFP) and Long Term Agreements (LTA), receipt of quotations, bids and/or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. 
  • Review and certification of submissions to procurement review committees.
  • Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched. Timely corrective actions on Purchase Orders with budget check errors and other problems. Ensure year-end closing procedures with respect to Procurement functions are implemented. 
  • Ensure that procurement Key Performance indicators for the Country office are met.
  • Establish procurement process monitoring systems and mechanisms to eliminate deficiencies in procurement.
  • Prepare cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
  • Coordinate collaborative inter-Agency procurement actions with other United Nations Agencies in Papua New Guinea, as directed by the senior management team including contributions to the implementation of Business Operation Strategy and Common Back Office initiatives.
3.Ensures provision of efficient administrative, logistics and registry services through:
  • Oversight of Country Office assets control and management, including planning and supervision of asset verification with support of the asset focal point and physical asset coordinator.
  •  
  • Support senior management liaise with Ministry of Foreign Affairs officials to ensure required protocol services are available to UNDP and International Staff members.
  •  
  • Coordinate support services for managing regional and country events as well as visits of high-level UN officials to Papua New Guinea with appropriate authorities. 
  •  
  • Coordinate travel management, shipment arrangements, fleet maintenance and oversight of the drivers’ pool.
4.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.
5.Ensures facilitation of knowledge building and knowledge sharing in the Bangkok Regional Hub through:
  • Organization of training for operations and/or projects staff on Procurement.
  • Synthesis of lessons learnt and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies

Innovation
Ability to make new and useful ideas work
  • Adept with complex concepts and challenges convention purposefully
Leadership
Ability to persuade others to follow
  • Generates commitment, excitement and excellence in others
People Management 
Ability to improve performance and satisfaction
  • Models independent thinking and action 
Communication 
Ability to listen, adapt, persuade and transform
  • Synthesizes information to communicate independent analysis
Delivery 
Ability to get things done while exercising good judgement
  • Meets goals and quality criteria for delivery of products or services

 

Technical/Functional Competencies

Procurement
The ability to acquire goods, services or works from an outside external source.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Sourcing
Ability to find, evaluate and engage suppliers of goods and services.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
 
Project Management
Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
 
Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Knowledge Management
Ability to efficiently handle and share information and knowledge.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Team Building
Ability to work effectively with diverse groups of professionals towards common goals.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Service Delivery Coordination 
Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Contract Management
Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
  • Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
 

Required Skills and Experience

Education:
  • Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics, Procurement and Supply chain or related field.
  • Procurement Certification would be an added advantage and is required if Educational Background does not include procurement.
 
Experience:
  • 2 years or in lieu of a Master’s Degree, 4 years with Bachelors’ Degree of relevant experience at the national or international level in procurement management is required. 
  • Prior supervisory experience is desirable.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems.
 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

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