Procurement Analyst (ICT & Non-Health)

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

With an extensive geographical area and a population of over 42 million, ensuring universal access to health services across Sudan is a significant task, as is responding to the health and socioeconomic impact of COVID-19.

To help Sudan address the development challenges and emergencies it currently faces, UNDP works with the Government and in collaboration with WHO, UNICEF, UNFPA, other UN entities, and international partners – particularly The Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund) – to support large-scale health enhancement, predominantly through civil works or the provision of essential supplies.

Furthermore, UNDP activities related to community stabilization, poverty alleviation and peacebuilding also incorporate improvements to health systems, and support emergency responses to outbreaks and disasters.

The volunteer will be support to the global fund activities inside the federal ministry of health (procurement and supply management department – communicable diseases control directorate).

Under the overall supervision of the Procurement and Supply Chain Specialist, the Procurement Analyst (Non-health) shall be responsible for the planning, implementation, monitoring and reporting of procurement activities for non-health goods, services and works, in compliance to the UNDP procurement and finance rules, with the following functions: a. Prepares and updates annual procurement plans for ICT procurements, non-health goods, services and works, develops procurement strategies optimising the use of Long-Term Agreements (LTA), ensures timely initiations of procurements in line with the approval budgets and budget compliance. • Reviews approved grant budgets to identify approved procurements for non-health goods, services and works, and coordinates with programme and PSM Specialist to develop and updates annual procurement plans for non-health goods, services and works • Based on the procurement plan, the Procurement Analyst develops procurement strategies, procurement implementation plans and schedules and communicates to programme and PSM Specialist. • Prepares and distributes periodic requests to programme and follows up timely initiation of procurement requisitions in line with the approved procurement plans and budget. • Reviews all procurement requisitions to ensure compliance to the approved budget, budget breakdowns and assumptions and timely notifies programme and the PSM Specialist of potential non-compliances. • Identifies procurements that require sourcing through LTAs and conducts necessary procurement processes leading to the establishments of LTAs, utilisation of LTAs at Country Office or piggybacking on existing LTAs of other UN agencies.

b. Plans and implements procurement processes for non-health goods, services and works in compliance to the UNDP procurement and finance rules and ensures that procurement processes achieve the major principles and objectives of right price, quality, quantity, place of delivery, time, economies of scale, environmental sustainability, Total Cost of Ownership (TCO), value-for-money, effectiveness, efficiency, and end user satisfaction. • Reviews procurement requisitions to ensure completeness and compliance to approved budget, budgeting breakdowns and assumptions, and highlights deviations to programme to seek approval.
• Prepares and reviews specifications for goods, terms of reference for services and bills of quantities for works to ensure completeness and fit-for-purpose, ensuring consideration of economies of scale, environmental sustainability, Total Cost of Ownership (TCO) and use of generic specifications, and coordinates with the programme and PSM specialist to address deviations. • Coordinates with programme in raising Atlas eRequisitions for goods, services and works and initiation of procurement requisitions in UNAll and Quantum ERP systems.
• Develops a procurement strategy in Quantum and selects appropriate procurement methods in line with the UNDP Procurement and Finance Rules, putting into consideration the procurement and programme objectives.
• Prepares quality bidding documents in Quantum procurement software, including all the relevant form and annexures and submit drafts to the PSM specialist for review and approval prior to launching of the sourcing process at the Country Office.
• Monitors the progress of the procurement process, timely responds to bidders request for clarifications, organises prebid meetings and site visits, prepares procurement addendums and amendments, where applicable. • Manages bid closure and bid opening in Quantum, nominates an evaluation committee for approval by the Country Office, and mobilises the evaluation to ensure timely completion of evaluation processes, and prepare relevant evaluation reports and supporting documents.
• Timely submits procurement cases to the relevant review committees, with accompanying Note to Files (NTF) and relevant supporting documents, that is, CAP, RACP & ACP, for final consent and recommendation for contract award.

c. Prepares Manages contracts for goods, services and works, including monitoring deliverables and deliveries, contract amendments, contract conflict resolutions, and preparing supporting documents for processing of payment. • Prepares quality and complete draft contracting forms and delivery schedule for review by the PSM specialist, and selects and recommends contract management teams, and submits the contracts for approval by Senior Management and vendors.
• Prepares contract management plans, monitor the implementation of the contract plans and validity of performance bonds, payments, and reports deviations and emerging contract risks to the PSM Specialist. • Initiates creation and updating of vendor profile in Atlas and Quantum, prepares purchase orders in Atlas and Quantum and submits PO link and supporting documents to the PSM Specialist for onward submission to Senior Management for approval, and dispatches POs to the providers for signing • Prepares and disseminates monthly Contract Management status reports, tracking contract expiry dates, payments, performance securities, retention money, etc, highlighting areas for action, plus preparing contract performance reports

d. Develops and implements a procurement and contract monitoring and evaluation system, prepares, and distributes routine procurement and contract reports, facilitates internal and external audits, and manages procurement and contract records. • On a quarterly basis, prepares, updates, and disseminates annual procurements plans for non-health goods, services, and works. • On a monthly basis, prepares, updates, and disseminates a monthly procurement tracking sheet summarizing the procurement plans, implementation status, contract management status, payment status and financial variance analysis • On a monthly basis, notifies user departments of planned or budgeted procurements pending initiation or due for initiation in the next three to six months. • Prepares and disseminates monthly Contract Management status reports, tracking contract expiry dates, payments, performance securities, retention money, etc, highlighting areas for action.
• Prepares and submits all non-health procurement documents required for the OAI auditors and follow up request for clarifications and implementation of OAI recommendations. • Prepares and responds to all non-health procurement queries raised by the LFA during the LFA review or PUDR verification exercise and contributes to the periodic BVA analysis. • Minimize audit queries by ensuring 100% compliance of procurement processes to UNDP Procurement and Finance policies and rules. • Maintaining electronic and hardcopy files and records to ensure proper accountability, internal & external audits, and Local Funding Agent (LFA) for reviews.

e. Facilitates knowledge management and transfers: • Disseminates best procurement management practices to members of the PSM Unit and UNDP. • Customizes and develops procurement tools to contribute to capacity building at UNDP and partners. • Participates in relevant meetings and reviews organised by at UNDP and partners. • Any other business as required, such is working with the UNDP IT officers to support end users, Atlas and Quantum maintenance.

14. Additional responses and roles as a UN Volunteers Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
    • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Professionalism: demonstrated understanding of operations relevant to UNDP; technical capabilities or knowledge relevant or transferrable to UNDP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNDP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards • UNDP’s mission and vision, as well as to the UN Core Values.

• Master’s degree in Computer Science or Information technology is an absolute advantage,

• Additional certification on Computer Science or Information technology is a plus, • CIPS level 2 is an advantage but not a requirement, • Working experience in supporting ICT project procurements and implementation or serving as an IT Officer in a busy reputable organisation. • Knowledgeable about public procurement processes, such as bid preparations, evaluation, contract management, etc, and willing learn public procurement. • Experience in the management and supervision of ICT projects, procurement for ICT goods, services and works in a busy and reputable public, private or international organization or United Nations Agency in Sudan is an absolute advantage. • Any International working experience or experience working with a United National Agency, or a donor funded organization in areas of procurement, logistics management or an ICT Officer is an advantage. • Candidates with minimal experience in procurement but with extensive academic qualifications and experience in computer and ICT shall be considered. • Excellent computer typing skills and use of Microsoft Office packages like Ms. Word, Ms. Excel, and Ms. PowerPoint. • Experience with an ERP is an added advantage • Excellent communication skills
• Ability to work under pressure with changing priorities, with high level of flexibility. • High emotional intelligence even when under extreme pressure. • Sound security awareness; • Have affinity with or interest in working with the UNDP, and volunteerism as a mechanism for durable development, and the UN System.

Khartoum is the capital and trading centre of Sudan and is situated in Khartoum State, at the junction of the Blue and White Nile rivers; Omdurman is also a suburb of Khartoum, giving the urban area a population of over 3 million. It has long served as a major communications center between the Arab countries of North Africa and central African countries. The city lies near the rich, irrigated cotton-growing Gezira area to the south and much of its trade is based on Nile river traffic. An oil pipeline links the city with Port Sudan on the Red Sea. Industries include tanning, textiles, light engineering, food processing, glassware, and printing. Sudan’s climate ranges from tropical in the south to arid dry desert in the north. Khartoum is one of the hottest capitals in the world in summer, although the winter months are cooler and pleasant. A rainy season in many areas spans from April to October. Living conditions in Khartoum are good. Khartoum is classified as a family duty station, with an adequate level of services, accommodation, and facilities. One can rent a comfortable modern apartment or house with air conditioners that mitigate the hot and dusty climate. Medical facilities are basic. The cost of living may be high, depending on the standards, particularly for food and accommodation. It is a relatively safe environment sometimes marked by small criminality or anti-western public demonstrations. MORSS (Minimum Operating Residential Security Standards) compliance is required. Generally, the city is safe compared to other capitals in the continent. There are many restaurants and cafes for socializing, although limited sports facilities due to the climate although one can get membership of gyms for indoor exercise and there are clubs for swimming.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.