UNDP Jobs - 60236- Procurement Analyst

Procurement Analyst

Location :

New Delhi, INDIA

Type of Contract :

FTA Local

Starting Date :

15-Oct-2015

Application Deadline :

03-Oct-15 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

One Year (Extendable)

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

Under the guidance and direct supervision of Procurement Specialist, the Procurement Analyst is a team member of the Country Office (CO) Procurement Unit, responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyses 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 Finance, Business Development, Operations, Programme and project teams in the CO, UNDP headquarters staff and Government of India officials to successfully deliver procurement services.

Impact of Results:
The key results have an impact on the overall India Country Office efficiency in procurement and contract management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Duties and Responsibilities

Summary of Key Functions:

Implementation of procurement strategies
Contract management
Implementation of sourcing strategy and e-procurement tools
Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of procurement strategies for Country Office, achieving following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
Implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system
Timely and duly preparation of procurement plans for the offices 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;
Review and certification of submissions to the Local Contract, Asset and Procurement Committee (LCAP) and Advisory Committee on Procurement (ACP);
Elaboration of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on Purchase Orders with budget check errors and other problems;
Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
Synthesis of proposals and 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 harmonized procurement services and elaboration of proposals on common services expansion, introduction of joint procurement for the UN Agencies in line with the UN reform.

2. Ensures the provision of efficient contracting services, focusing on achievement of the following results:

Provide technical inputs for the preparation of contracts
Provide inputs and attend various review meetings conducted by clients to review and monitor supply status
Monitor supplier performance
Follow up and initiate actions against the complaints regarding the quality of goods/services
Management of contracts including receipt of performance bonds, insurance verification, payments, issue of contract amendments and variation orders as necessary, outside and through UNDP’s Atlas PeopleSoft ERP software;
Maintain and update contract tracking system to ensure timely action and interventions on all contracts.

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

Development and management of the rosters/catalogues of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Management of the e-procurement system

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

Organization of trainings for the operations/ projects staff and implementing partners on Contracting and Procurement;
Synthesis of lessons learnt and best practices in Contracting and Procurement;
Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Building Strategic Partnerships

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
Establishes and nurtures positive communication with partners

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
Identifies and communicates opportunities to promote learning and knowledge sharing

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
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Analyses 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
Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
Gathers and analyses feedback from staff

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
Anticipates client needs and addresses them promptly

Promoting Accountability and Results-Based Management

Basic monitoring
Gathers, analyses and disseminates information on best practice in accountability and results-based management systems
Takes accountability for the delivery of agreed results
Manages time and resource efficiently, monitoring progress and making adjustments as necessary to deliver work to set standards 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
Informed and transparent decision making

Required Skills and Experience

Required Skills and Experience:

Recruitment Qualifications

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

Experience: 2-5 years of progressively relevant experience at the national or international level in procurement management, supply chain management and contract management. First-hand experience in conducting procurement at the international level for an intergovernmental organization/s, governmental organization/s, or large multi-national organization/s is desirable. Procurement experience in peacekeeping missions and/or field duty stations within the UN System would be an asset.

Experience in the usage of computers and office software packages (MS Word, Excel, etc. and advance knowledge of web based management systems.

Essential: Certification in Procurement - minimum UNDP/CIPS Level 2, anything above CIPS 2 will be advantageous.

Knowledge or enterprise resource planning software is required (People Soft knowledge would be a distinct advantage).

Other qualifications such as MCIPS or CPM, or CISM or APICS/CSCP would be a key advantage

Language Requirements: Fluency in English and national language of the duty station.