Roster Procurement Analyst (level IPSA8 and IPSA9)

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

Across Asia and the Pacific, UNDP helps countries build and share their own solutions to urgent development challenges, supporting coalitions for change and connecting individuals and institutions so they can share knowledge, experience and resources. As countries develop local capacity, they draw on the people of UNDP and our wide range of regional and global partners.

The Regional Bureau for Asia and the Pacific (RBAP) concentrates its efforts on developing the region’s capacity to promote and accelerate action on its progress towards achieving the Sustainable Development Goals (SDGs). It implements the UNDP Strategic Plan in Asia and the Pacific and delivers on UNDP’s partnerships within the region and with development actors in the region. In this context, RBAP is making conscious efforts to provide enhanced support to the COs within the region to accelerate programme delivery. To this end, a roster of Procurement Analysts is being developed with the objective to select candidates that can be deployed in any UNDP Offices in the Asia-Pacific region to offer timely guidance and appropriate support, for short- or long-term assignments as may be required in each particular case.

Under the supervision of the Hiring Office, and in close coordination with the Regional Procurement Team in the Regional Bureau for Asia and the Pacific (RBAP), the Procurement Analysts may support or lead procurement implementation in the Office such as guiding on and/or processing of procurement transactions, or perform oversight functions such as carrying out quality assurance on all aspects of a Country Office procurement actions in the region in assigned area of responsibilities and flags issues of concern on those requiring senior management attention in a timely manner.

The Procurement Analyst will be deployed in UNDP Offices in the Asia and Pacific region and provide on-site or remote procurement support as required by the assigment.

S/he will work under the direct supervision of the DRR/Operations Manager/Head of Procurement/ Head of Hiring unit (as per the stucture of the Hiring Office). The Procurement Analyst supports the offices in key procurement actions, ensuring the transparency and integrity of the processes. S/he promotes a collaborative and client-oriented approach in her/his work, in close cooperation with the operations, programme and project teams in the COs, as well as the Regional Procurement team, Management and Oversight Specialists and CO support teams based in the Bangkok Regional Hub.

Duties and Responsibilities

Depending on the assignment, the Procurement Analyst may be required to perform part or all of the following activities:

1. Ensures effective implementation of procurement strategies and adaptation of processes in full compliance with UNDP rules and regulations:

• Promoting full compliance of procurement activities with UN/UNDP rules, regulations, policies and procedures; implementation of effective internal controls;
• Leading or supporting the implementation of effective monitoring and control of procurement processes in COs including organization of Request for Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP), receipt of quotations, bids or proposals, their evaluation, and contracting in full compliance with UNDP rules and regulation;
• Leading or support efforts in quality assurance reviews of procurement operations in COs and propose corrective and improvement measures.
• Providing on demand on-site and remote procurement services to COs as required;
• Providing support to COs in translating corporate procurement policies and procedures into standard operating procedures for CO-level procurement processes; providing inputs to policy changes at corporate level based on CO experience and evolving needs, as needed.

2. Lead or support to developing local/regional framework agreements and vendor rosters:

• Analyzing and proposing cost saving and reduction strategies with a view to develop local/regional framework agreements;
• Developing and managing rosters of suppliers and vendor performance.

3. Lead or support to coordination of development and implementation of procurement strategies:

• Coordinating analysis and development of contract strategies, sourcing strategies, quality management and supplier selection, improvement of procurement processes in the COs;
• Promoting and providing support to COs in introducing and implementing sourcing strategies and use of the Atlas and once live, Quantum e-procurement module.

4. Lead or support to management of procurement processes:

• Providing advice and support to COs for preparation of procurement plans for COs, and monitoring implementation progress; identifying and analyzing bottlenecks and deficiencies in procurement and proposing solutions;
• Lead or support efforts in quality assurance reviews of procurement plans, advise on improvements, strategies and delivery acceleration measures;
• Providing technical advice for the successful implementation of medium to complex procurement projects;
• Managing procurement actions, when required, including review of bid documents and evaluation criteria; organizing evaluation panel meetings; preparing evaluation reports and submission to procurement review committees, as required;
• Preliminary review and certification of CO submissions to procurement committees, as required;
• Preparation of Purchase Orders and contracts in and outside of ERP;
• Preparation and/or presentation of reports on procurement in the office, as required.

5. Knowledge building and knowledge sharing.

• Leading or supporting the organization of training events on procurement in the COs
• Providing training to UNDP staff on specific procurement issues, the implementation of business improvement tools such as e-tendering, automated travel processes, etc.
• Synthesize lessons learned and good practices in procurement from COs and contribute to sharing them through UNDP knowledge networks and communities of practice.

Competencies

Core

Achieve Results:

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

LEVEL 2*: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.

Think Innovatively:

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

LEVEL 2*: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.

Learn Continuously:

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

LEVEL 2*: Go outside comfort zone, learn from others and support their learning.

Adapt with Agility:

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

LEVEL 2*: Adapt processes/approaches to new situations, involve others in change process.

Act with Determination:

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

LEVEL 2*: Able to persevere and deal with multiple sources of pressure simultaneously.

Engage and Partner:

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

LEVEL 2*: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.

Enable Diversity and Inclusion:

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

LEVEL 2*: Facilitate conversations to bridge differences, considers in decision making.

People Management*

UNDP People Management Competencies can be found in the dedicated site.

*Only applicable when a position has direct report(s).

Cross-Functional & Technical competencies

Procurement:

• Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations
• Procurement management: The ability to acquire goods, services or works from an outside external source
• Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Data analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making
• Stakeholder management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Business Direction & Strategy

• Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Management

• Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms

Required Skills and Experience

Education requirements:

Bachelor’s or Master's degree in Business Administration or Supply Chain Management, Procurement, Engineering or related field.

• IPSA 8: Level 2 certification of CIPS or equivalent is required. In lieu of this, Bachelor’s degree in Supply Chain or Procurement is acceptable.
• IPSA 9: Level 3 certification of CIPS or equivalent is required. In lieu of this, Bachelor’s degree in Supply Chain or Procurement is acceptable.

Min. years of relevant work experience:

• IPSA 8: Relevant experience with Master’s Degree. A minimum 2 years of relevant experience is required for candidate who has only Bachelor’s Degree.
• IPSA 9: Minimum 2 years of progressive relevant experience with Master’s Degree. A minimum 4 years of relevant experience is required for candidate who has only Bachelor’s Degree.

Irrespective of level of the position, experience in procurement related function is a requirement. International experience in procurement related functions will be an added advantage.

Required skills

• Experience with UN/UNDP/Development Organisation procurement actions and their procurement policies and procedures.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems.

Desired skills

• Good knowledge of ERP systems (such as PeopleSoft or Oracle) is desirable.

Required Language(s)

• Proficiency in English, both written and verbal is required

Professional Certificates

Level 2 certification (for IPSA8) and/or Level 3 certification (for IPSA 9) of CIPS or equivalent is required.