Background

Under the overall guidance of and direct supervision of the Deputy Resident Representative (O), the Procurement Analyst is responsible for management of the CO Personnel Contracting and Procurement section, 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 personnel contracting services and procurement. The Contracting Services Analyst promotes a collaborative, client, quality and results-oriented approach in the Unit.

The Analyst supervises and leads the staff of the Unit. The Analyst works in close collaboration with the operations, programme and projects’ teams in the CO to successfully deliver the services.

Duties and Responsibilities

Ensures elaboration and implementation of the operational strategies focusing on achievement of the following results:
  • Full compliance of contracting and procurement activities with UN/UNDP rules, regulations, policies and strategies, implementation of the effective internal control, proper design and functioning of a client-oriented contracting and procurement management system;
  • CO Contracting and Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures in Procurement and Logistics, control of the workflows in the Unit;
  • Elaboration and implementation of cost saving and reduction strategies;
  • Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
  • Implementation of the strategic contracting and procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement.

Manages and guides contracting and procurement services for all projects focusing on achievement of the following results:

  • Timely and duly preparation of personnel contracting and procurement plans for all projects and monitoring of their implementation;
  • Implementation of proper monitoring and control of personnel contracting and 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 regulations governing personnel contracting and procurement;
  • Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
  • Management of procurement contracts and upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas for Purchase orders approval;
  • Elaboration of the internal control system which ensures that Purchase orders are duly prepared and dispatched.  Timely corrective actions on POs with budget check errors and other problems;
  • Establishment of the contracting and procurement processes monitoring system and mechanisms to eliminate deficiencies in the contracting services and procurement.
Ensures introduction and implementation of sourcing strategy and efficient personnel contracting and 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.
Ensure organization of logistical services focusing on achievement of the following results:
  • Coordination of travel management, shipments arrangements, vehicle maintenance, conference facilities arrangements;
  • Timely conducted vehicle maintenance, issuance of travel papers for visiting consultants;
  • Proper operational and reporting/recording systems in place;
  • Good working relationship with counterparts and smooth and timely business processes achieving effective good and timely results.

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.

 

Ensures facilitation of knowledge building and knowledge sharing within the organization focusing on achievement of the following results:
  • Organization of trainings for CO staff and projects staff on personnel contracting and procurement;
  • Synthesis of lessons learned and best practices in the subject matter;
  • Sound contributions to knowledge networks and communities of practice.

Competencies

Building Strategic Partnerships
Maintaining a network of contacts
  • Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders.
Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis
  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
  • Documents and analyses innovative strategies and new approaches.
Job Knowledge/Technical Expertise:
Fundamental knowledge of own discipline
  • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
  • Analyzes the requirements and synthesizes proposals;
  • 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.
Promoting Organizational Change and Development:
Basic research and analysis
  • Researches and documents ‘best practices’ in organizational change and development within and outside the UN system.
Design and Implementation of Management Systems:
Research and analysis and making recommendations on management systems
  • Maintains information/databases on system design features;
  • Develops simple system components.
Client Orientation:
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;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Actively supports the interests of the client by making choices and setting priorities to meet their needs.
Promoting Accountability and Results-Based Management:
Basic monitoring
  • Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems;
  • Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units.
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

Education:

  • Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
  • UNDP Procurement Certification Programme.

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.
This post is opened for Myanmar Nationals only.

Applicants are required to submit the duly filled and signed P-11 form which can be downloaded at the link:
http://www.undp.org/content/undp/en/home/operations/jobs.html

Application without duly signed P-11 form will not be considered.