Procurement and Contracts Analyst

The Office of Procurement (OP) is part of the UNDP Bureau for Management Services (BMS), providing vital management support in areas such as administrative services, budget and finance, human resources, information and communications technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions. Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery. Despite its critical role, procurement as an operational service can be traced back to as recently as 1999, when UNDP transitioned from a developmental funding model to one that included direct execution projects in its portfolio. In the years following this shift in models, UNDP procurement experienced unprecedented growth in terms of its volume and complexity.

The Office of Procurement’s mandate includes development and updating of procurement policy, providing procurement advisory and operational support to country offices and HQ units including Oversight and professionalization of the procurement function. Procurement supports programme delivery in line with UNDP's Strategic Plan and best practices in public sustainable procurement. The Office of Procurement acts in accordance with UNDP’s Financial Rules & Regulations, the accountability framework, and ensures appropriate risk management for UNDP.

The Office of Procurement is a global team based in UNDP/HQ New York, Copenhagen/Denmark and in Cyberjaya/Malaysia, with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok). The policy team in New York (HQ) provides overall direction and guidance to UNDP on procurement activities, and is primarily responsible for UNDP procurement policy, processes and systems. The Central Procurement Unit provides procurement services for Business Units/Central Bureaux in UNDP Headquarters and support almost 1000 clients.

The Global Procurement Unit (GPU), based in Copenhagen, provides direct procurement services to Country Offices within key thematic areas including Health (pharmaceuticals, medical devices and hospital & lab equipment & supplies), Crisis Preparedness & Response, Energy & Environment, Electoral/ID and ICT. GPU establishes and manages global long-term agreements and provides end-to-end procurement support including the delivery of goods and services to beneficiaries.

Under the supervision of the Procurement Specialist – GPU Health Team Lead, the Procurement & Contracts Analyst will support the GPU Health Team by expanding the health-procurement architecture (LTAs, SOPs and templates), managing complex tenders, defining category-based sourcing strategies, and managing complex procurement processes in relation to GF and other health-related UNDP projects.

• Supports the conceptualization, elaboration, implementation and monitoring various Long-Term Agreements (LTAs), in line with UNDP Procurement Policies, rules and regulations, and UNDP Quality Assurance Policy for Health Products.
• Develops tools for use by GPU Health country focal points such as LTAs, SOPs, templates and guidance notes, within assigned product categories
• Actively involved in business process mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows within GPU and with external stakeholders.
• Conducts market research and trend analysis to support the development of tailored procurement strategies and processes for health-related product categories.
• Supports the maintenance of the procurement architecture in place through Service Level Agreements (SLAs) with clients and LTAs with manufacturers and suppliers.
• Assists in the analysis of long-term procurement planning to inform decision making leading to most cost-effective means of procurement.
• Regularly liaises with partners and UNDP units to harmonize the tools and systems to conduct forecasting and spend monitoring, including enterprise resource planning (ERP).
• Participating and facilitating prequalification of supplies and distributors and support to assess compliance with UNDP’s Quality Assurance Policy.

• Liaises with GPU Health Team and UNDP Country Offices to anticipate procurement requirements and develops appropriate procurement strategies to respond to unit or CO requirements
• Independently conducts procurement processes in full alignment UN/UNDP rules, regulations, policies and strategies
• Identification and introduction of risk mitigation measures related to procurement and supply chain.
• Implementation of strategic procurement in the unit including sourcing strategy, supplier selection and evaluation, quality management, customer and supplier relationship management, e-procurement introduction and promotion, performance measurement
• Assists with the development, publication and management of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers and submission of cases for UNDP contract committee review;
• Guides Country Offices on utilization of procurement architecture and facilitates communication with procurement services partners on complex and/or urgent cases.
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation
• Proactive Management of procurement contracts and ERP related processes.
• Preparation and submission of procurement cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• In coordination with Team Lead, conducts quarterly meetings with suppliers and liaises with procurement service partners to ensure timely and effective delivery of required goods and services.
• Identification and introduction of risk mitigation measures related to procurement and supply chain.

3. Elaboration of innovative procurement strategies to respond to new demands/opportunities for health products

• Compiles and analyses historical data for forecasting future procurement requirements for health products.
• Manages internal and external data requests relating to health products and supplies.
• Identifies areas for analysis and opportunities to support health procurement projects and complete reporting requirements (with partners and other bureaus).

4. Contributes to knowledge management and partnerships in the thematic area of health products, particularly pharmaceuticals

• Support corporate knowledge management activities in the procurement of health products, through the development of guidance materials, tools, to better guide Country Offices in the implementation of health programmes and to influence/advance dialogue in the thematic area within UNDP and beyond. 
• Support the analysis/and collect best practices from countries in the thematic area and ensure that implementation is in line with international guidelines and recommendations.
• Support the development, maintenance, and updating of UNDP health product resources and information
• Support the institutionalization of best practices and knowledge sharing among Country Offices, actively participate in UNDP and other relevant networks, communities of practices, events, and training.
• Sound contributions to knowledge networks and communities of practice
• Sustainable Procurement: Support PSU with the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc. and develop and apply a methodology to capture impact and effect of these initiatives

• Advanced Degree/Master’s Degree in Social Science, Law, Economics, International Development, Business Administration or other related field required. or
• Bachelor’s degree in any of the above subjects with additional 2 years of relevant Procurement experience will be given due consideration in lieu of Master’s Degree
• Specialised certification in Procurement required. CIPS II to IV Certification is considered an asset.

• Minimum two years of progressively responsible professional experience in international procurement required, preferably related to health-products or public health projects.
• Experience and knowledge of UN or international public procurement processes and procedures would be an asset.
• Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.
• Advance experience in the use of MS Office packages (specifically Excel, PowerPoint, Word) is required.  Knowledge of in the use of Smartsheet would be an asset.
• Experience in establishing and maintaining global long-term agreements for health products, including demonstrated experience liaising with international suppliers or manufacturers is highly desired.

Language:

• Proficiency in English (both oral and written);
• Working knowledge of another UN language is an asset.