Procurement Analyst (Turkish Nationals Only)

Contract

This is a NO-B contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be more than 2,867 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Europe and Central Asia in Istanbul and a number of field offices across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability for women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights, particularly for marginalized groups of women. Other programmes in ECARO involve partnering with women in their efforts to engage in peace and reconstruction efforts, and push for gender equality (GE) provisions integral to preparing for, mitigating and responding to disasters and emergencies. To bolster gender-responsive budgeting, public planning and procurement, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sectors.

Under the guidance of the Chief of Procurement in Headquarters, the overall daily management of the Regional Operations Manager, and a matrix reporting line to the Programme Specialist in HQ, the Procurement Analyst facilitates the management of procurement and promotes a strategic approach to sourcing within the Region in all areas from procurement for goods and services, procurement contracts, long-term agreements, lease agreements. This facilitation role is designed to add value and effectiveness to the management of procurement within the Region while in no way creating an added layer of bureaucracy between the field and HQ, and all accountabilities and duties must reflect this overarching principle. In effect the incumbent acts as the interface between the field and HQ on several procurement areas.

The Procurement Analyst will ensure that procurement process in the Region are in line with UN Women goals, plans and strategies and in compliance with applicable procurement policies and guidelines. The incumbent will assist the Regional Procurement Review Committee in ensuring compliance of procurement within the Region with corporate standards. The incumbent also supports the implementation of strategic procurement initiatives within the Region, including e-procurement, new ERP system, BOS/CBO etc. They will keep the Regional Office Operations Manager aware of procurement issues within the Region requiring Regional Office attention and keep them abreast of procurement and compliance issues.

Duties and Responsibilities

1. Coordinate procurement oversight and guidance for strategic sourcing across the Region.

• Ensure full compliance of procurement activities with UN Women rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system in the region;
• Provide technical support in the procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the procurement in coordination with supervisor;
• Analyze and propose cost-saving and reduction strategies in the Regional Office, programme presence offices and the region at large;
• Conduct periodic spend analyses and development of regional category management strategy, which shall account for establishment of long term/strategic relationships with key suppliers for recurring supplies and services;
• Manage the provision of goods and services for the ECARO and Project Offices following established corporate procedures regarding review and awarding of contracts, evaluate for cost-effectiveness and manage the negotiations regarding eventual agreements;
• Coordinate the preparation of procurement plans in the ECARO and field offices and monitoring of their implementation;
• In adherence to the segregation of duties, provide coordination support to the Regional Procurement Review Committees (R-PRC);
• Provide advice and support to M/COs to implement procurement guidelines and processes;
• Provide Regional Office and Country Office management with authoritative clarification/briefs/advice on the interpretation/application of UN Women Rules, Regulations and policies with respect to procurement;
• Use effective oversight tools to monitor and track procurement progress and compliance across the region.

2. Coordinate efficient management of procurement processes for ECARO and field offices.

• Consolidate procurement requirements and prepare procurement plans for RO and PPs, establish deadlines and monitor their implementation;
• Conduct analysis and quality assurance of procurement plans for field offices for WP preparation and monitoring exercises;
• Establish and implement proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance of UN Women rules and regulations;
• , Review the submissions to the Regional Procurement Review Committee (RPRC) to ensure completion of documents and quality of submissions, in full compliance with the segregation of duties procedures;
• Manage procurement contracts and, upon delegation of authority, perform the functions of approving authority in the corporate ERP system;
• Elaborate and implement the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Take timely corrective actions on POs with budget check errors and other problems;
• Manage the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement across the region.

3. Coordinate elaboration, introduction and implementation of sourcing strategy and e-procurement tools.

• Develop and manage a roster of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanism;
• Preparation and issuance of regional long-term agreements (LTAs) for goods and services. Maintenance of on-going Long Term Agreements (LTAs) and promotion of their use in the region;
• Keep abreast of on-going LTAs and promote the use of LTAs in the region;
• Manage electronic procurement portal’s implementation in the region. Coordinate with HQ Procurement Team on training and implementation of functions/modules of the electronic portals for the RO and fields offices.

4. Coordinate efficient administrative services to ECARO and field offices

• Effectively manage office premises/facilities, management of space allocation;
• Liaise with UNDP and other UN agencies (as applicable) to ensure required protocol services are available to UN Women and International Staff members.
• Coordinate support services for managing regional and country events as well as visit of high level UN Women officials to Turkey with the appropriate authorities and/or UNDP.

5. Participate in inter-agency activities related to procurement and administrative issues such as, though not limited to, UN Business Operations Strategy (BOS) and Common Back-Office (CBO)

• Represent UN Women in inter-agency meetings and working groups on procurement and administrative issues to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities etc;
• Implement harmonized procurement services and elaboration of proposals/ analysis of requirements for inter-agency LTAs, introduction of joint procurement for the UN Agencies in line with the UN reform;
• Liaise with UNDP and other UN agencies on procurement and administrative issues, activities, and collaboration.

6. Contribute to knowledge sharing between ECARO and field offices within the region

• Monitor procurement activities within the Region and report as required to HQ and RO management on trends and practice;
• Keep Procurement Section HQ and Operations Manager informed of best practices by other UN Agencies in the Region and contribute to policy development on procurement;
• Participate in the organization of training for the operations and programme staff on Procurement;
• Develop and support the development of training materials, webinars and other education materials;
• Synthesis of lessons learned and best practices in Procurement;
• Contribute to knowledge networks and communities of practice.
• Develop a simple data monitoring system on procurement issues at Regional Office that supplements (but does not duplicate) information/data available elsewhere within the Organization;
• Track implementation of Audit recommendations related to procurement within the Region and keep HQ and Operations Manager informed.

Key Performance Indicators:

• All procurement services and administration are provided in compliance with UN Women rules, regulations and policies
• Procurement of goods and services are properly planned and executed in a timely manner
• Timely and accurate implementation of procurement contracts and contracts related to administration for ERO, M/COs and PPs
• Timely procurement advice and support to the Regional Director, M/CO management and PP across the region.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Ability to plan to ensure smooth execution of project procurement.
• Ability to gains the cooperation of participants and clients; Client oriented
• Ability to: Identify possible challenges and minimizes risks And Manage procurement risk and complexity and factors in risk in decision-making.
• Ability to Uses technology and big data to identify supply chain trends and needs in UN Women procurement.
• Strong IT skills.
• Good negotiating skills

Required Skills and Experience

Education and Certification:

• Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, Law, or related field is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree;
• Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;

Experience:

General Procurement Experience

• At least 2 years of progressively responsible experience in procurement at the national or international level;
• Experience in general administration is highly desirable;
• Experience in Gender Responsive Procurement is an asset;

ICT Experience

• Experience in roll out of electronic platforms, such as procurement, HR, etc. solutions, is an asset;
• Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably PeopleSoft;

Regional Experience

• Experience in providing technical procurement support to multiple geographic locations required; and
• Experience in working with countries within the Europe & Central Asia region is considered an asset.

Language Requirements:

• Fluency in Turkish and English is required.
• Knowledge of the other UN official working language is an asset.