Procurement Analyst – IPSA 9 (Home Based)
World Food Programme
JOB DESCRIPTION
Office/Unit/Project Description
The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the Organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, sustainable and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).
The Office of Procurement is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP’s Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).
The Office of Procurement through its Governance Team provides direct procurement services and advisory support to UNDP Country Offices and Programmes globally for the supply of a) Electoral materials and equipment, incl. biometric registration hardware and software, back-end solutions, data centers, etc; b) Civil Registry, IDentity digital systems, Digital Transformation solutions; and c) overall technology-intensive solutions and risky/large ICT deliveries.
- 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
2. 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 supports/informs decision making in relation to technical and procurement aspects with the objective of optimizing processes/approaches and results.
- Conducts procurement processes in response to specific needs, manages the entire process and communications with both clients, suppliers/vendors, etc.
- 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 committee review;
- 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.
3. 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.
4. Ensures facilitation of knowledge building and knowledge sharing within the team, focusing on achievement of the following results
- 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
5. Sustainable Procurement: Support 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 incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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.
Institutional Arrangement
Supervisor: Procurement Specialist, UNDP PSU
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.
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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 Direction & Strategy | System Thinking | Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system |
Ethics | UN policy knowledge ethics – | Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity |
Procurement | Procurement management | The ability to acquire goods, services or works from an outside external source |
Procurement | Sourcing | Ability to find, evaluate and engage suppliers of goods and services |
Procurement | 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 |
Min. Academic Education |
A first-level University degree (bachelor’s degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the Advanced University degree. |
Professional Certification |
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Min. years of relevant Work experience |
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Required Skills |
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Desired skills in addition to the competencies covered in the Competencies section |
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Required Language(s) (at working level) |
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