Background

I. Organizational Context
 
The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

Under the overall guidance of DRR/DCD and direct supervision of the Procurement Specialist, the Procurement Analyst ensures effective delivery of procurement services in large Country Offices*. He/she analyzes and interprets the financial rules and regulations and provides solutions to 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 Support, Operations, Programme and project teams in the CO, UNDP HQs staff to successfully deliver procurement services.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of key functions:

• Inputs to elaboration and implementation of operational strategies
• Management of procurement processes
• Implementation of sourcing strategy and e-procurement tools
• Facilitation of knowledge building and knowledge sharing

1. Provides analytical inputs to elaboration and implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit in coordination with supervisor.
• Analysis and proposals on cost saving and reduction strategies in the CO.
• Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the CO.

2.  Supports management of  procurement processes for CO, NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results:

• Analysis of information for preparation of procurement plans for the office and projects and monitoring of their implementation.
• 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.
• Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems.
• Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.

3.    Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation criteria, quality and performance measurement  mechanisms.
• Implementation of e-procurement module.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the organization of training for the operations/ projects staff on Procurement.
• Synthesis of lessons learned and best practices in Procurement.
• Contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the overall CO efficiency in procurement management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched information, timely and appropriate delivery of services ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencies

V. Functional Competencies:    

Advocacy/Advancing A Policy-Oriented Agenda

Level 1.2: Ppreparing information for advocacy

• Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate

Results-Based Programme Development and Management

Level 1.2: Contributes into results through primary research and analysis

• Assesses project performance to identify success factors and incorporates best practices into project work
• Researches linkages across programme activities to identify critical points of integration
• Monitors specific stages of projects/programme implementation

Building Strategic Partnerships

Levle 1.2:  Maintaining a network of contacts

• Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Innovation and Marketing New Approaches

Level 1.2: Enhancing processes or products

• Generates new ideas and proposes new, more effective ways of doing things

Resource Mobilization (Field Duty Stations)

Level 1.2:  Providing inputs to resource mobilization strategies

• Analyzes information/databases on potential and actual donors

Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals

Level 1.2: Preparing information for global advocacy

• Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

Level 1.2: Establishing effective client relationships

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines

Core Competencies:

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

V. Recruitment Qualifications

Education: 

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience: 

• Up to 2 years of relevant experience at the national or international level in procurement management. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems

Language Requirements:

•  Fluency in the UN and national language of the duty station

 
Female candidates are encouraged to apply

UN Indonesia 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 UN Indonesia at the same grade level and with similar job description, experience and education requirements.