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Procurement Analyst

Santo Domingo | Republic

  • Organization: UNDP - United Nations Development Programme
  • Location: Santo Domingo | Republic
  • Grade: Level not specified
  • Occupational Groups:
    • Procurement
  • Closing Date:
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.
 
Organizational Context

UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

We focus on helping countries build and share solutions in three main areas:

Sustainable development
Democratic governance and peacebuilding
Climate and disaster resilience

In all our activities, we encourage the protection of human rights and the empowerment of women, minorities and the poorest and most vulnerable.

UNDP is part of the UN System in the Dominican Republic since 1964. All actions are in the framework of the Sustainable Development Goals (SDG), Agenda 2030.

This Job Description is designed to support a more integrated and collaborative way in supporting this Office achieve sustainable development and a more collaboration across the office and higher delivery and emphasize learning and support to national staff capacity development.

Under the guidance and direct supervision of the Operations Manager, the Procurement Analyst is responsible for management of the CO Procurement Unit, 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, 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 projects’ teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.

Purpose

Under the guidance and direct supervision of the Operations Manager, the Procurement Analyst is responsible for management of the CO Procurement Unit, 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, quality and results-oriented approach in the Unit.

Duties and Responsibilities
 
Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
  • CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering. processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Organizes procurement processes for CO, NIM/DEX projects and at the request of other Agencies focusing on achievement of the following results:

  • Preparation of procurement plans for the office and projects and their implementation monitoring.
  • Implementation of proper monitoring and control of procurement processes including organization and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. 
  • Elaboration of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Presentation of researched information on procurement in the CO.
  • Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
  • Organization of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

Ensures proper control of CO Assets focusing on achievement of the following results:
Preparation of inventory reports.

  • Implementation of Inventory and physical verification control in the CO and projects.

Ensures organization of logistical services focusing on achievement of the following results:

  • Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
  • Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Organization of trainings for the operations/ projects staff on Procurement.
  • Synthesis of lessons learnt and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice.
  • Supervisory/Managerial Responsibilities: Supervision and performance management and development of Procurement team (Associate and Assistant) will be required.
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 

Cross-Functional & Technical competencies  

  • Business Management-Project 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 inputs 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.
  • Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results
  • Business Development- Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
  • Business Direction- Strategic Thinking: Ability to develop effective strategies and prioritized plans in line with UNDP's objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions
  • Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority area of expertise and resources
  • Procurement-Procurement Management: The ability to acquire goods, services or works form 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
Required Skills and Experience
 
Education:
  • Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
  • Progressively responsible work experience at the national or international level in providing management advisory services and/or managing procurement staff and operational systems and establishing inter-relationships among international organization and national governments. 
  • Experience in the usage of computers and office software packages, experience in handling of web-based management systems
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
 
Disclaimer
 
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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