Please note the appropriate Tier indicated in the vacancy title and ensure that you hold the applicable contract as defined below.

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

The Office of Procurement (OP) under the Bureau for Management Services (BMS) of UNDP is responsible for the 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.

Position Purpose

Under the guidance and direct supervision of the Governance Procurement Specialist Team Lead, the Analyst is responsible for effective delivery of procurement activities, communication and reporting functions, in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations, as well as technical requirements and needs from Beneficiaries, and provides solutions to a wide spectrum of complex/urgent/sensitive procurement processes. 

The Procurement Analyst works in close collaboration with the other members of the team, colleagues in the Office of Procurement, Project and Programme Teams in the COs, Regional Centers and vendors/contractors and counterparts on related functional matters. He/she is expected to be able to manage projects with a notorious level of autonomy, ensuring quality in the process and outcomes

The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

Duties and Responsibilities

1. 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  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 effective service delivery to UNDP Units and National Partners with the following key responsibilities:

• Liaises with UNDP Requisitioning Units on strategy and approach to enable efficient and cost-effective procurement and logistics support;
• Liaises with UNDP Units to enable effective planning and budgeting for efficient and cost-effective program implementation, procurement and logistics support;
• Analysis of information on Project needs, preparation of procurement processes, incl. reviews of requirements and supports/informs decision making in relation to technical and procurement aspects. 
• Liaises with technical experts and communicates with relevant stakeholders for confirmations and due preparation of budgets, resources, documentation, etc.
• Conducts procurement processes in response to specific needs: 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; conduct contracting (all stages and contract management), and Communicates outcome of procurement processes as relevant.
• 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  clients.
• Proactively implements proper monitoring and control mechanisms on procurement processes to ensure process and contracts are in full compliance with UNDP rules and regulation.
• Performance management of procurement contracts and vendors 
• Timely corrective actions on POs with budget check errors and other problems, contractual conflicts or misperformances, stakeholder management and communications.

3. Supports communication, information and coordination between program resources and procurement team: 

• Supports elaboration of communication materials and reporting (mainly for BPPS, Projects, and partners)
• Compiles and analyses historical data on electoral assistance programs and operational needs.
• Analysis of internal and external data requests relating to specific products and technologies 
• Identifies areas for analysis and opportunities to support Governance projects in procurement needs. 
• Participates in meetings with Program Colleagues, suppliers, business seminars, procurement partners.
• Supports Programme Colleagues and OPGT team in relation to effective implementation of e-procurement and case management tools.

4. Contributes to foster Knowledge Sharing with the following key responsibilities:

• Maintain up-to-date knowledge of all rules and guidelines affecting procurement. Prepares communications and updates to inform program colleagues as relevant.
• Management of data requests internal and external to the organization 
• Ensure systematic knowledge sharing on procurement with program clients by assisting in the organization of training workshops and in the development of knowledge tools. 
• Preparation and communication of results
• Sound contributions to knowledge networks and communities of practice
• Contributes to market research, analysis of Electoral Projects’ items and systems needed for their implementation, quality certifications, innovations, etc. enhancing the OPGT preparedness for effective program support, procurement planning and implementation.

5. Sustainable Procurement

• Support OPGT with the continued knowledge building and analysis of sustainability-related innovative practices, fostering communication and coordination with BPPS Colleagues on sustainability area. 

The incumbent performs other duties within his/her 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

The assignment is office based. 

Competencies

Core Competencies:

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

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.
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 Management & Effective Decision Making: Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.

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

Procurement & Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situation

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Business Administration, Commerce, Law, or related technical field is required. OR
• A first-level university degree (bachelor’s degree) in the above fields, in combination with additional 2 years of relevant experience will be given due consideration in lieu of a master’s degree.
• CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage

Experience:

• Minimum 2 years (with master´s degree) or 4 years (with bachelor´s degree) of fully relevant international professional experience in procurement management, including significant expertise with procuring technology solutions and specially for the use of Governance projects (Elections, identity, etc.) is required.
• Experience in the use of computers and office software packages is required.
• Experience in working with developing countries is required.
• Experience in application of UN and/or UNDP procedures is desirable.
• Prior experience and knowledge of UNDP’s ERP systems is desirable.
• Proven experience in excellent writing, research, analysis, and presentation skills is desirable.

Languages:

• Fluency in English is required. 
• Working knowledge of another UN language (French or Spanish) is desirable.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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