Procurement Analyst - IPSA 09 (3 Openings)

Entry Mid Logistics & Procurement

Contract

This is a IPSA-9 contract. This kind of contract is known as International Personnel Services Agreement. It is normally internationally recruited only. It usually requires 2 years of experience, depending on education. More about IPSA-9 contracts.

Background

Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Travel

No travel is envisaged

Institutional Arrangement

Supervisor: Procurement Specialist, UNDP PSU

The individual will be requested to be present in the UNDP Copenhagen office every working day, Monday to Friday, except UN official holidays and following general guidelines for accessing the office in UN City.

Alternatively, home-based arrangement from a different country may also be considered by UNDP during the selection process.

Salary: Payable monthly

Office/Unit/Project Description

The Office of Procurement is a part of the Bureau Management Services (BMS), in UNDP 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.

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 professionalisation of the procurement function. Procurement supports programme delivery in line with UNDP's Strategic Plan and best practices in public sustainable procurement. Procurement acts in accordance with rules and regulations, the accountability framework, and ensures appropriate risk management for UNDP. 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 Procurement Oversight Unit ensures that procurement undertaken by UNDP business units complies with procurement policies and procedures as well as financial rules and regulations, taking into account best practices and risk mitigation measures. The Central Procurement Unit provides procurement services for Business Units/Central Bureaux in UNDP Headquarters and support almost 1000 clients. The Procurement Services Unit (PSU) based in Copenhagen, through its Global Procurement Unit, provides direct procurement services for the Global Fund, crisis prevention and recovery support, procurement support to elections programmes, and hosts the Global QAP Training team. The PSU team in Cyberjaya/Malaysia, provides transactional support to global operations and manages global LTAs through an emerging eProcurement platform.

Duties and Responsibilities

Under the guidance and direct supervision of the Procurement Specialist, the Procurement Analyst is responsible for 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-focused, quality and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

• Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
  • Maintains and updates as requested legal procurement documents and tools
  • Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of a client/oriented procurement management system.
  • 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.
  • 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
• Ensures service delivery to UNDP Units and procurement services to national partners with the following key responsibilities:
  • Liaises with UNDP Requisitioning Units to enable efficient and cost-effective procurement and logistics support;
  • Analysis of requirements and synthesis of proposals for reduction in transaction costs.
  • 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 committeereview;
  • Conducts procurement processes in response to specific needs, if requested; Communicates outcome of procurement processes to clients.
  • Timely and duly monitoring of procurement/PSM plans on behalf of clients for needs assessment for products and services for implementation of strategic procurement/long term agreements in order to ensure cost effective procurement services are offered to GPU clients.
  • 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).
  • Performance management of procurement contracts
  • Implementation of internal control systems which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems
  • Implementation of the strategic procurement processes in the Unit including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Ensures implementation of sourcing strategy focusing on achievement of the following result:
  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
  • Development of LTAs in line with assessment of needs, technical inputs and operational strategy of the Unit.
• Ensures facilitation of knowledge building and knowledge sharing in the PSU focusing on achievement of the following results Compiles and analyses historical data and forecasts of specific products and commodities;
  • Supports management of data requests internal and external to the organization
  • Ensure systematic knowledge sharing on procurement with clients by assisting in the organization of training workshops and in the development of knowledge tools;
  • 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.

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity and accountability of the office and facilitates subsequent action by the supervisor. Timely compilation and presentation of data and information allows proactive decision making leading to implementation of most suitable sourcing and procurement strategies and tools.

Competencies

Core Competencies:

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional and Technical

Thematic Area

Name

Definition

Business Management

Customer Satisfaction

/ Client 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 input 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

Business Management

Effective Decision Making

Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Ethics

UN policy knowledge -

Knowledge and understanding of the UN Staff Regulations and Rules and

ethics

other policies relating to ethics and integrity

Procurement

Procurement management

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

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Supplier/relationship management

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

Contract Management

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

Required Skills and Experience

Min. Academic Education

• Advanced Degree/Master’s Degree in Social Science, , Law, Economics, International Development, Business Administration or other related field. Bachelor’s degree in any of the above subjects with 4 years of relevant Procurement experience would be given due consideration..

Min. years of relevant Work experience

• Minimum 2 years of international professional experience in procurement management is required or 4 years of relevant experience if bachelor’s degree
• Work experience with developing countries highly desirable.
• Relevant Procurement experience/knowledge related to one or more of the UNDP Practice areas (such as Democratic Governance/Elections, Health-related projects, Crisis prevention and recovery, Energy and Environment) will be an added advantage

Required Skills

• Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint) is required.
• Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.
• Knowledge and experience in UNDP’s ERP (Atlas) will be a definite advantage.

Desired skills in addition to the competencies covered in the Competencies section

• Client Orientation
• Critical-thinking, problem solving
• Team-work / collaboration
• Time-management and Organizational
• Communication

Required Language(s) (at working level)

• Fluency in English required.
• Working knowledge of another UN language is an asset.

Professional Certificates

Relevant specialized certification in Procurement is required.

CIPS II certification or higher is an asset

Apply now

Added 1 year ago - Updated 1 year ago - Source: jobs.undp.org