Procurement Analyst NOB - For Egyptians National ONLY

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Arab States in Cairo and a number of country (COs) and multi-country office(MCO) as well as programme Offices (POs) across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights particularly for marginalized groups of women. Other programmes in Arab States involve partnering with women in their efforts to engage in peace and reconstruction efforts, and push for gender equality (GE) provisions integral to preparing for, mitigating, and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sector.

Under the overall guidance of the Chief of Procurement in Headquarters and the daily supervision of the Regional Operations Manager, the Procurement Analyst facilitates the management of procurement and promotes a strategic approach to sourcing within the Region in all areas from procurement process of goods and services, procurement contracts, long-term agreements, lease agreements.  This facilitation role is designed to add value and effectiveness to the management of procurement within the Region while in no way creating an added layer of bureaucracy between the field and HQ, and all accountabilities and duties must reflect this overarching principle.  In effect the incumbent acts as the interface between the field and HQ on several procurement areas.

The Procurement Analyst will ensure that the procurement process in the Region is in line with UN Women goals, plans and strategies and in compliance with applicable procurement policies and guidelines.  The incumbent will assist the Regional Procurement Review Committee in ensuring compliance of procurement within the Region with corporate guidelines.  The Procurement Analyst also supports the implementation of strategic procurement initiatives within the Region and will keep the Regional Operations Manager aware of procurement and compliance issues within the Region that require the attention of the senior management team.

Duties and Responsibilities

Coordinate procurement oversight and guidance for strategic sourcing across the Region.

• Ensure full compliance of procurement activities with UN Women rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
• Provide technical support in the procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the procurement in coordination with supervisor;
• Analyze and propose cost saving and reduction strategies in the Regional Office, programme presence offices and the region at large;
• Conduct periodic expenditure analyses to support the development of regional category management strategy, which shall account for establishment of long term/strategic relationships with key suppliers for recurring supplies and services;
• Manage the provision of goods and services for following established corporate procedures regarding review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations regarding eventual agreements;
• Provide advice and support to M/COs to implement procurement guidelines and processes;
• Advise Regional Office and Country Office management and provide clarification/briefs on the interpretation/application of UN Women Rules, Regulations and Policies with respect to procurement;
• Use effective oversight tools to monitor and track procurement progress and compliance across the region.

Manage procurement processes for RO, MCOs/COs and PPs.

• Consolidate procurement requirements and prepare procurement plans for RO and PPs, establish deadlines and monitor implementation;
• Establishment and implementation of proper monitoring systems and controls over procurement, organization of competitive and complex procurement processes for the Region including preparation and conducting of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance of UN Women rules and regulations;
• Manage procurement contracts and perform the functions of approving authority, in line with the delegated authority (if and when appliable);
• Ensure preparation, clearance, and issuance of procurement contracts, including verification and control of all supporting documents.
• Elaborate and implement the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched.  Take timely corrective actions on POs with budget check errors and other problems;
• Manage the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement across the region.

Manage Elaboration, introduction and implementation of sourcing strategy and e-Procurement tools.

• Develop and manage a roster of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanism;
• Prepare and issue RO’s long term agreements (LTAs) for goods and services.
• Maintain register of on-going Long Term Agreements (LTAs) and promote of their use in the region;
• Manage the implementation of the e-Procurement system in the region. Coordinate with HQ Procurement Section on training and implementation of functions/modules of the e-Procurement in RO and fields offices.

Participate in inter-agency activities related to procurement and administrative issues

• Represent UN Women in inter-agency meetings and working groups on procurement issues to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc;
• Implement harmonized procurement services and elaboration of proposals/ analysis of requirements for inter-agency LTAs, introduction of joint procurement for the UN Agencies in line with the UN reform;
• Liaise with UNDP and other UN agencies on procurement issues, activities, and collaboration.

Contribute to knowledge sharing between RO, M/COs and POs

• Monitor procurement activities within the Region and report as required to HQ and RO management on trends and practice;
• Participate in the organization of training for the operations and programme staff on Procurement;
• Develop and support the development of training materials, webinars and other education materials;
• Synthesize lessons learned and best practices in Procurement and inform Procurement Section HQ and Regional Director;
• Contribute to knowledge networks and communities of practice.
• Develop a simple data monitoring system on procurement issues at Regional Office that supplements (but does not duplicates) information/data available elsewhere within the Organization;
• Track implementation of Audit recommendations related to procurement within the Region and keep HQ and RD informed.

Key Performance Indicators:

• All procurement services are provided in compliance with UN Women rules, regulations, and policies.
• Procurement of goods and services are properly planned and executed in a timely manner.
• Timely and accurate implementation of procurement contracts and contracts for RO, M/COs and PPs.
• Timely procurement advice and support to the Regional Director, M/CO management and PP across the region.
• Effective implementation of the corporate procurement initiatives and workplan at the regional level.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Functional Competencies

• Understanding of main processes and methods of work regarding procurement.
• Knowledge of organizational policies and procedures relating to the position and apply them consistently in work tasks.
• Ability to organize and prioritize work schedule to meet client needs and deadlines.
• Ability to establish, build and sustain effective relationships within the work unit and with internal and external clients.
• Ability to present information on best practices in organizational change.
• Ability to gather  Data and maintain management systems.
• Ability to plan to ensure smooth execution of project procurement.
• Ability to gains the cooperation of participants and clients.
• Ability to identify possible challenges, minimize and manage procurement risk and complexity factors in risk in decision-making.
• Ability to use technology and big data to identify supply chain trends and needs in UN Women procurement.
• Strong IT skills.
• Good negotiating skills

Required Skills and Experience

Education and certification:

• Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree;
• Procurement Certification from an internationally recognized provider such as CIPS (level 3) is a valued asset.

Experience:

• At least 2 years of progressively responsible experience in procurement at the national, regional or international level ;
• Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems;
• Experience in leading a team is an asset;
• Experience in general administration is highly desirable;
• Work experience in the UN system is an advantage.

Language Requirements:

• Fluency in English and Arabic is required;
• Knowledge of the other UN official working language is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from P11 form. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.