Background

Those who previously applied need not to re-apply.

Under the overall guidance of DCD/O and direct supervision of the Procurement Specialist (Nairobi), the Procurement Analyst ensures effective delivery of procurement services in Mogadishu, Somalia. He/she analyses and interprets the financial rules and regulations and provides solutions to complex issues related to procurement. The Procurement Analyst promotes a collaborative approach, working seamlessly with both the Programme and Operations units in the CO, particularly Finance, promoting a strategic, client-focused and results orientated approach to work, while ensuring best value for money, compliance to internal controls and protecting the legal interest of UNDP at all times.

The Procurement Analyst will be responsible for supervising procurement support staff in Mogadishu on a daily basis while working in close collaboration with the Management, Operations, Programme and Project teams in Mogadishu as part of the Head Office’s sustained effort to successfully deliver procurement services to the South Central region.

Duties and Responsibilities

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.

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 in Mogadishu;
• Recommending cost-saving/cost-reduction measures, process simplification strategies and risk minimization techniques in various stages of the procurement process;
• Reporting to Procurement Specialist monthly on procurement workflows, statistics, incomes generated or any other relevant management information;
• Preparing position paper for the Mogadishu Unit on various procurement issues, for internal distribution as and when needed, especially in contract disputes, protests, disagreements and claims.

Supports management of  procurement processes for CO, NIM/DIM projects, UN Common Premises and at the request of other Agencies focusing on achievement of the following results:

• Analysis of information and contribution for preparation of procurement plans for the office and projects and monitoring of local procurement for their implementation;
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, (ITB or RFP in consultation with Procurement Specialist), 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);
• 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;
• Management of local procurement contracts, upon delegation of authority;
• Implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services expansion in the UN Common Premises, introduction of joint procurement for the UN Agencies in line with the UN reform;
• Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.

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;
• Ensure compliance with existing e-procurement tools, promotion and performance measurement.

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

• Providing advisory services and options to procurement-related and contract-related problems in programme/project implementation, developing innovative solutions when necessary, even where procurement actions were undertaken by the IP, and;
• Addressing issues, responding to on-call queries and conducting presentations, briefing, training, orientation to programme units IP’s, business partners on UNDP policies on procurement, project recruitment, organizational/financial arrangements, and all other information relevant and inherent to the delivery of procurement services;
• Synthesis of lessons learned and best practices in Procurement;
• Contributions to knowledge networks and communities of practice.

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.

The application of the proper processes on procurement and contracting that are transparent, fair and beyond reproach is critical to achieving and maintaining confidence of donors and Government partners, which are crucial factors directly influencing partnerships, resource mobilization and generation of extra-budgetary income for the CO.  Errors in decisions will adversely impact the integrity of the CO and the entire organization in general, and could lead to serious conflicts, issues, financial and opportunity costs, suspicions of irregularities/non-transparency, and all manner of legal risks, so that careful and thorough attention, accuracy, consistency and compliance to all policies, rules, regulations and procedures should be ensured at all times.

Competencies

Functional Competencies:         

Building Strategic Partnerships:

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

Promoting Organizational Learning and Knowledge Sharing:

• 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;
• Identifies and communicates opportunities to promote learning and knowledge sharing;
• Ability to advocate and provide policy advice.

Job Knowledge/Technical Expertise:

• 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;
• Analyzes the requirements and synthesizes proposals;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning; ensuring compliance with UNDP procurement certification levels;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

• Researches and documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives;
• Gathers and analyses feedback from staff.

Design and Implementation of Management Systems:

• Maintains information/databases on system design features;
• Develops simple system components.

Client Orientation:

• 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;
• Focuses on impact and responds positively to feedback.

Promoting Accountability and Results-Based Management:

• Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems.

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;
• Remains calm under pressure;
• 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:         

• Bachelor’s Degree in the same fields can be accepted with 2 years of relevant experience;
• Masters Degree in Business Administration, Public Administration, Finance, Economics or related field;
• UNDP Procurement Certification Programme is desirable.

Experience:      

• 2 years (with Bachelor) of relevant experience in Procurement;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management syste

Language:           

• Fluency in written and spoken English and Somali is required.