Procurement Senior Analyst

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 contracts.

Background information- ECR

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

Background Information - Job-specific

Background Information – The Sanitation and Hygiene Fund (SHF) Operational since July 2021, SHF is a new and innovative Fund dedicated to achieving access to adequate and equitable sanitation and hygiene for all, paying special attention to the needs of women and girls and those in vulnerable situations.

The SHF mission is to catalyze vital investment into global sanitation and hygiene services to contribute to the world’s commitment that everyone will have access to adequate and equitable sanitation and hygiene with the specific needs of women and girls, including menstrual health and hygiene (MHH), accounted for. Our presence is critical because global progress on achieving safe sanitation and hygiene is lagging due to insufficient finance and there is an urgent need to create more opportunities for further public and private investment into the sector. The SHF is utilizing innovative financial approaches to catalyze national sanitation economies. By doing this the SHF supports countries to increase the number of individuals with inclusive and sustainable access to improved sanitation, hygiene and MHH, by, a) Increasing the volume of investments in the sanitation economy and b) Realizing the full value of national sanitation economies; delivering inclusive and sustainable goods, services and jobs.

Role of the Procurement Senior Analyst Under the guidance and direct supervision of the Operations Senior Manager and under the technical supervision of the Geneva Procurement Unit, the Procurement Senior Analyst is responsible for the effective delivery and implementation of strategic and effective procurement, and operations support services, for a select group of technically complex goods, services and works, within the Geneva office. These services reflect best practices in international public procurement, compliance with UNOPS Financial Rules and Regulations and procurement policy, rules, regulations and procedure, ensuring appropriate risk management and obtaining the best value for money.

He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement and operations-related activities. His/her work is focused on transactional procurement and administration, including all steps of the procurement process whilst maintaining the highest degree of personal and professional ethics to promote a collaborative, client-focused, quality and results-oriented approach in the Business Unit.

The Procurement Senior Analyst works in close collaboration with the Geneva Procurement Team, UNOPS HQs colleagues and Government officials to successfully deliver required services

Functional Responsibilities

Key Functions:

1. Implementation of procurement and operational strategies
2. Procurement planning
3. Management of procurement cycle
4. Long Term Agreement (LTA) and contract management
5. Support to Operations Activities
6. Knowledge building and knowledge sharing

1. In close cooperation with the Requisitioners, under the guidance of a technical supervisor( ECR Geneva Procurement Specialist), and reporting to the Operations Senior Manager on central issues related to procurement activities, implements operational strategies and manages procurement, contract, and sourcing transactions, actions and processes for goods, services, and works, focusing on achievement of the following results: - Full compliance of assigned procurement activities with UNOPS rules, regulations, policies and strategies; internal controls and client orientation. - Responsible for the implementation of SHF’s procurement processes in line with UNOPS procedures which include Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management. - Implementation of strategic procurement for the Sanitation Hygiene Fund - Development and management of the rosters of suppliers. - Utilization of sourcing module in accordance with UNOPS Procurement Groups’ goals and standards in this area.

2. With oversight from Operations Senior Manager, Plans procurement actions for the acquisition of standard and complex goods and services for ad hoc transactions and/or establishment of Long Term Agreements (LTA’s), focusing on the achievement of the following results:

- Planning of schedules and priorities as well as identification of correct procurement course of action for the goods or services in question - Preparation of technical specifications/TOR - Providing technical advice to internal clients on best procurement methodology, including guidance and assistance with UNOPS’ procurement rules and regulations, policies, development of specifications/TOR, the establishment of evaluation criteria, evaluation of bids/proposals, etc. - Conducting market research to keep abreast of market developments for goods and services to be tendered, including availability and new potential sources of supply - Analysis of logistic solutions to determine the best value for UNOPS for shipment

3. Manages and facilitates the procurement processes for a select group of technically complex goods, and services for the SHF project focusing on the achievement of the following results: - Sustainability embedded along the procurement process. - Timely and duly prepared procurement plan for the Sanitation Hygiene Fund and monitoring of its implementation. - Establishment of Long Term Agreements (LTAs) and/or service contracts and other instruments, when necessary, either through standard or emergency procurement procedures in compliance with the Procurement Policy. - Implementation of proper monitoring and control of procurement processes, including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, and negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulations. - Awards recommended based on UNOPS procurement rules and procedures. - Management of procurement contracts, analysis of contract performance against agreed benchmarks and pre-established reporting mechanisms. - Advice, remedial actions, or solutions to Programme Managers on procurement issues related to the procurement process and project cycle. - Implementation of internal control as guided by the Geneva Procurement Specialist, which ensures full compliance of procurement activities, responds to audit exercise queries and implements recommendations related to the SHF procurement.

4. Provides support to efficient LTA and contract administration, focusing on the achievement of the following result:

• Preparation of non-staff contracts/POs and necessary amendments ensuring conformity with template UNOPS documents;
• Process procurement transactions in UNOPS’ corporate system OneUNOPS.
• Follow-up signing of contracts and POs by vendors;
• Obligation of funds in oneUNOPS and obtaining of appropriate signatures for approval;
• Maintenance of a vendor database and usage of the system to record the listing, updating, evaluation and monitoring of the performance of service providers and vendors;
• Maintenance of contracts, PO filing system;
• Ensuring supplier’s compliance to contract and/or Long Term Agreement;
• Information management to internal clients;
• Timely corrective measures are taken to ensure smooth contract fulfilment;
• Timely follow-up to ensure LTA extensions and/or new bidding exercises if required
• Conduct of secondary bidding exercises against LTAs and guidance to UNOPS colleagues through the process when required;
• Conduct of corporate procurement planning exercise on a half yearly basis to determine any goods or services for which LTAs could be established.

5. Support Operations Activities - Collaborate with the Senior Administrative Assistant on Travel Management activities - Support the Operations Manager in daily office management, including logistical and administrative support and drafting communication to local partners and subcontractors; - Support proper control of SHF Assets focusing on:

• Preparation of inventory reports
• Physical verification
• Asset registration in oneUnops
  • Coordinate domestic travel, car rental and workshop/meeting/seminar arrangements
  • Review invoices, draft payment requests for operational expenses, office supplies and stationary

6. Knowledge Building and Knowledge Sharing- Maintenance of best practices and lessons learned database including procurement tracking sheet - Participation and actively contribute to the training for the personnel on Procurement. - Sound contributions to knowledge networks and communities of practice by providing a collaborative synthesis of lessons learnt and dissemination of best practices in procurement. - Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

Education/Experience/Language requirements

Education: - Advanced Degree or equivalent in preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field. - A first-level university degree in combination with four (4) years of experience at the international level in procurement management, Business Administration, Public Administration, or a related field may be accepted in lieu of the advanced university degree. - For those who do not have a degree in Procurement of Supply Chain Management, the Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.

Experience: - A minimum of two (2) years of professional experience in international public procurement. is required - Experience in operations and administrative support is required - Experience in working with a range of stakeholders in developing and developed countries is desirable - Some experience in UN system organizations, preferably in a developing country, is desirable. - Experience in the use of Enterprise systems, including OneUNOPS, is desirable. - Experience use of Google Suite applications is desired.

Language Requirements: - Fluency in English is required - Intermediate knowledge of French would be considered an advantage. - Knowledge of another official UNOPS language is an asset.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

1. Contract type :International Individual Contractor Agreement (IICA)
2. Contract level : ICS 9 / IICA 1
3. Contract duration : One year ( 12 months). Renewable subject to programme need, funding availability and satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

This position is based in Switzerland and the contract fee is not exempt from Swiss laws, including but not limited to laws regarding taxation, social security, accident and health insurance. The incumbent will be required to pay taxes, social security and any other legal requirements under Swiss laws

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
• Geneva, Switzerland is a UN Family Duty Station
• This position is based in Switzerland and the contract fee is not exempt from Swiss laws, including but not limited to laws regarding taxation, social security, accident and health insurance.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.