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UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Timor-Leste has managed well the transition from conflict to development since it gained full independence in 2002. As a young democracy, it has successfully held peaceful and transparent presidential and parliamentary elections and the recent elections concluded in 2022/2023. Timor-Leste ranked 141st in the 2021 HDI and is the 15th youngest country in the world, with 74% of the population below the age of 35. While the national poverty rate has fallen from 50% in 2007 to 41.8% in 2014, poverty and malnutrition still constitute major challenges, particularly in rural areas, including limited access to basic services such as sanitation, clean water and adequate healthcare and education.
Timor-Leste is a small half-island country, one of the top ten counties most vulnerable to climate change. Approximately 70% of Timor-Leste’s rural population (840,000 people) is highly vulnerable to climate changes, particularly increasing variability of rainfall and extreme weather events. Lives and livelihoods in the remote interior of the country and coastal regions are both highly exposed, and according to climate change scenarios and risk models, occurrences of climate extremes and related damages will at least double towards mid-century.
UNDP Timor-Leste is implementing its Country Programme Document (CPD, 2021-2025) which is linked to the United Nations Sustainable Development Cooperation Framework (UNSDCF) and aligned with national priorities. It is focused on four main outcome areas:
- Sustainable economic opportunities and decent work for all;
- Resilience to climate chance and the sustainable management of ecosystems; and
- Accessible accountable and gender-responsive governance systems, institutions, and services at national and municipal levels.
UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.
Under the overall guidance of the Deputy Resident Representative and on the direct supervision of the Operations Manager, the Procurement Analyst is responsible for the 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 Analyst works in close collaboration with the management team, Operations, Programme and project teams in the CO, and liaises with Regional Procurement Advisor in the Bangkok Regional Hub for guidance as well as Government officials and clients to successfully deliver procurement services. UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
Elaborate and manage implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
- Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client –oriented procurement management system.
- Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and manage workflows in Procurement Unit.
- Discuss procurement strategies and plans with projects, and other stakeholders and donors to ensure mutual alignment by analyzing and providing workable solutions.
- Conceptualizes, elaborates and implements strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.
- Provide direct support on procurement actions and vendor management.
- Elaboration and implementation of cost saving and reduction strategies such as development of pre-qualified vendors/consultant rosters, etc
Manage and guide procurement processes for CO, projects, and other UN Agencies.
- Ensure timely and duly preparation of procurement plans for the office and projects and monitor their implementation.
- Manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt of quotations, bids or proposals, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Review and certify submission of documents to internal procurement review committees (CAP, RACP and ACP).
- Ensure management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval. Implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems.
- Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.
- Responsible for cost-recovery for procurement services provided by UNDP to other Agencies and Projects.
Introduce and implement strategic sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.
- Develop and manage rosters of suppliers.
- Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
- Develop Long-Term Agreements/Frameworks Agreements for more efficient category management
- Manage and implement e-procurement system in CO.
- Provide direct support on procurement actions and vendor management.
Facilitates procurement knowledge building and knowledge sharing in CO, Region, UNDP and UN.
- Organize procurement training for the operations and project staff.
- Organize procurement training for vendors on e-procurement modules.
- Synthesize lessons learned and best practices in procurement.
- Make sound contributions to knowledge networks and communities of practice.
- Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.
- Supervise and evaluate the performance of personnel in their positions,
- Promote their personal and professional development to constantly improve the quality of their work and stimulate their collective and individual growth
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization as assigned by the supervisor/management.
Procurement Analyst will be as head of procurement unit and supervises and manages the procurement and administrative team/unit and coordinate the work of procurement with the project personnel, Country office, clients and UN agencies as required/assigned.
Achieve Results-LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
Think Innovatively-LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
Learn Continuously-LEVEL 2: Go outside comfort zone, learn from others and support their learning.
Adapt with Agility-LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
Act with Determination-LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
Engage and Partner-LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
Enable Diversity and Inclusion-LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Cross-Functional & Technical competencies
Business Management-Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
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.
Business Management-Evaluation: Ability to make an independent judgment based on set criteria and benchmark. Ability to anticipate client’s upcoming needs and concerns.
Procurement-Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement-Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
Procurement-Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods; and ability to apply to this strategic and/or practical situations.
Procurement-Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this strategic and/or practical situations.
Required Skills and Experience
- Master’s Degree or equivalent in Business Administration, Supply Chain Management, Economics or related field is required, OR;
- A Bachelor’s degree in combination with an additional 2 years of qualifying experience will be given due consideration in lieu of Master's degree.
- UNDP/CIPS Level 3 certification is mandatory.
- CIPS level above 3 is an asset.
- Minimum 2 years (with Masters) or 4 years (with Bachelors) of relevant experience in the field of procurement, sourcing, supply chain management and/or logistics at the national or international level in public sector procurement management is required.
- Experience in supplier/contract management is required.
- Working experience and knowledge of large procurement and construction procurement is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems is an asset.
- Sound knowledge of relevant UN or UNDP financial rules, contracting and procurement modalities and procedures, knowledge of UN or UNDP rules and policies is an asset.
- Experience working for international organization/corporation is desirable and in dealing with international bidding companies is an asset.
- Experience in procurement on dealing with donor funded projects is an asset.
- Experience in using e-procurement Tools is an asset.
- Experience in strategic planning including analysis and management of procurement plans is an asset.
- Experience in doing large and complex procurement including construction works is an asset.
- Proficiency in oral and written English language is required.
- Proficiency in oral and written Portuguese and Tetum language is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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