Procurement Analyst - Innovation Small Grant Aggregator Platform

Istanbul

Organization: UNDP - United Nations Development Programme
Location: Istanbul
Grade: Junior level - P-2, International Professional - Internationally recruited position
Occupational Groups:
- Procurement
- Communication and Public Information
- External Relations, Partnerships and Resource mobilization
- Innovations for Sustainable Development
- Grant writing
Closing Date: Closed

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

UNDP’s 2018-2021 Strategic Plan emphasizes the critical links between environmental sustainability, climate change mitigation and adaptation, and broader efforts to achieve the goals of the 2030 Agenda and Paris Agreement. As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP’s Nature, Climate Change, and Energy (NCE) Team promotes and scales up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

The NCE Team works with governments, civil society, and private sector partners to integrate natural capital, environment and climate concerns into national and sector planning and inclusive growth policies; support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on environment, climate change, and energy. This multi-billion dollar portfolio encompasses: Biodiversity and Ecosystem Services including forests; Sustainable Land Management and Desertification including food and commodity systems; Water and Ocean Governance including SIDS; Climate Change Mitigation and Adaptation; Renewable and Modern Energy; Extractive Industries; Chemicals and Waste Management; Environmental Governance and Green/Circular Economy and SCP approaches. This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

In addition to UNDP’s bilateral partnerships on natural capital, environment and climate, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF) which includes the Global Environment Facility Trust Fund (GEF Trust Fund); the Nagoya Protocol Implementation Fund (NPIF); the Least Developed Countries Fund (LDCF); and the Special Climate Change Fund (SCCF)). As part of UNDP’s partnership with these vertical funds, UNDP provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

At the 25th session of the Conference of the Parties (COP25) in Madrid (the United Nations Climate Change Conference), the Adaptation Fund has launched a new US$10 million pilot grant programme to foster innovation in adaptation in developing countries. The programme targets a broad range of potential finance recipients, including non-governmental organizations, community groups, young innovators and the private sectors. The programme is part of the Adaptation Fund’s innovation facility, providing small grants to developing countries to support innovation for effective, long-term adaptation to climate change. UNDP acts as small grant aggregators for innovation in adaptation, making small grants available to a broad scope of stakeholders on a competitive basis. In January 2021, the European Commission and UNDP signed €10 million in funding for the UNDP-led Innovation Small Grant Aggregator Platform (ISGAP).

The AF-EC-UNDP ISGAP is designed to support the development, diffusion, and evidence building of innovative adaptation practices, tools, and technologies in developing countries. ISGAP will be establishing an effective and efficient backbone management architecture and network of global best practitioners to:

competitively source and screen innovative adaptation project ideas;
grant funding and administering to bring selected project ideas to fruition;
provision of customized technical and business development capacity building, incubation, and acceleration support; and
knowledge management and sharing and result-based monitoring and evaluation.

Leveraging this infrastructure, ISGAP aims to achieve the project objective through the following complementary outcomes:

Development of innovative adaptation practices, tools and technologies promoted and accelerated. Evidence of effective, efficient adaptation practices, products and technologies generated as a basis for implementing entities and other funds to enable scaling up;
Timely and efficient completion of business milestones demonstrated through additional investment and/or support capitalization for scaling;
Lessons learned codified, documented, and disseminated leading to adoption or replication of project introduced innovations.

Under the direct supervision of the NCE/Vertical Fund Team Lead – Environmental Finance Implementation Support and overall guidance of the ISGAP Project Manager, the Procurement Analyst is responsible for management of the procurement activities of the ISGAP project ensuring effective delivery of procurement services in order to obtain the best value for money and facilitate delivery in key project activities. The Procurement Analyst works in close collaboration with project team based in the UNDP Bangkok Regional Hub, UNDP HQs staff, and project grantees to successfully deliver procurement services.

UNDP staff may be periodically redeployed, in accordance with capability, consent, and due process, to a different duty station as needed.

Duties and Responsibilities

Supports procurement processes for ISGAP Programme focusing on the achievement of the following results:

Full compliance of procurement activities with the UNDP rules, regulations, policies and strategies;
Provision of inputs to the procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in procurement and logistics in consultation with the direct supervisor and office management;
Elaboration and implementation of cost saving and reduction strategies
Preparation of purchase orders and contracts in and outside Atlas with copy to suppliers and to business units originating requests, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas;
Procurement planning to identify common recurrent purchasing needs, consolidate its purchase, develop appropriate procurement tools, including LTAs and rosters;
Prepare solicitation documents, post them to bidders, be involved in evaluation process, prepare and submit procurement recommendations for review and approval
Ensure that all commitments are made against valid contracts that the amount is within the ceilings of the contracts before contracts or purchase orders are approved in Atlas or signed;
Guarantee the timely elaboration and availability of standard documents and specifications for all modalities of contracting? contemplated in the procurement plans;
Proactively identifying relevant procurement and contractual risks and proposing actions to adequately manage these.

Ensures Administrative Management of LTAs/Contracts for goods and services focusing on achievement of the following results:

Guarantee the implementation and maintenance of an efficient system of administration and monitoring of service and consultant contracts, so that appropriate activities can be taken when required
Maintain list of all Long terms arrangements (LTA), contracts of goods and services;
Communicate with the project team about requests for extension, clarifications, deliveries, and other matters that are presented by contractors and other providers;
Maintain and update all contractual forms; advise and/or supervise the issuance of contracts for goods, works or services in the forms, which correspond, to their source of financing;
Advise, support and train the programme grantees in the correct application of contractual regulations and in the interpretation of contractual terms and clause, application of penalties, management of guarantees, and other areas related to contract management;
Guarantee the maintenance of detailed reports about the status execution of the contracts, and elaborate executive reports in order to keep the management of PSU informed about advances in procurement and contracts;
Participate in negotiations, meetings and revisions of contractual processes and assist the project team in the preparation and revision of the contracts.

Ensures implementation of an effective communication and filing system focusing on achievement of the following results:

Screening of incoming communications, filter outgoing correspondence for signature, clearance and further action by other staff, whenever needed;
Maintenance of the filing/archiving system ensuring safekeeping of confidential materials Contribution to development and use of automated filing system;
Coordination of the information flow and dissemination of corporate and interoffice communication to staff as require;
Coordination of/preparation of relevant documentation/background notes for meetings;
Tracking of progress on agreed issues, follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to relevant supervisor or Unit;
Contact with suppliers in order to schedule or expedite deliveries and resolve shortages, missed or late deliveries, and other problems;
Contact with customer and supplier about order status, changes or cancellations;
Evaluation and reporting of supplier performance, in application of agreed Key Performance Indicators (KPIs).

Ensures provision of administrative and logistical services focusing on achievement of the following results:

Travel planning and admin support to preparations including tickets, DSA, hotel reservations and requisitions in ATLAS; processing requests for visas; arrangement of shipments;
Organization of appointments, meetings and conference facilities arrangements;
Generation of data in ATLAS to facilitate managerial and financial reporting;
Responding to queries from grantees and service providers.

Competencies

Core

Innovation

Ability to make new and useful ideas work.

Leadership

Ability to persuade others to follow.

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done while exercising good judgement.

Technical/Functional

Purchase-to-Pay

Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations

Procurement

The ability to acquire goods, services or works from an outside external source

Supplier Management

Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Strategic Sourcing

Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge.

Logistics

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations.

Required Skills and Experience

Education

Master’s degree in Procurement, Business Administration, Supply Chain Management, Engineering or Public Administration, is required.
In lieu of an advanced degree in the above fields, a Bachelor’s degree with a minimum of four years of experience in international procurement, will suffice to meet the requirement;
Specialized procurement certifications (e.g. MCIPS level) is an advantage.

Experience

At least 2 years of relevant experience with a Master’s degree, or 4 years with a Bachelor’s degree, at the national or international level in procurement management;
Experience of supporting procurement activities for innovation challenges, working with local NGOs/CSOs to provided them with the required services sourced nationally or internationally;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems;
Previous experience with UNDP procurement is an asset;
Experience in grant administration management and e-procurement solutions is an advantage;
Previous experience on projects funded by the Adaptation Fund, Global Environment Facility, Green Climate Fund is an advantage.

Language Requirements

Excellent knowledge of the English language, with exceptional writing, presentation, and communication skills;
Knowledge of other official UN languages would be desirable.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

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