UN WOMEN Jobs - 78308- Procurement Analyst

Procurement Analyst

Advertised on behalf of

UN WOMEN

Location :

Panama City, PANAMA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

29-Apr-18 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

Languages Required :

English Spanish

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

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of the Chief of Procurement in Headquarters and the daily supervision of the Operations Manager, the Procurement Analyst ensures effective delivery of procurement services to obtain best value for money. She/he analyzes and interprets UN Women policies and regulations and provides solutions to complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The Procurement Analyst works in close collaboration with the operations staff in other UN Agencies, Programme Presence Offices (PPO) Country Offices (CO) and Multi-Country Offices (MCO), UN Women Regional Office (RO), HQ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

Lead the implementation of procurement strategies in the Region:

Ensure full compliance of procurement activities with UN Women rules, regulations, policies and strategies including implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
Lead the procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) regarding procurement in the office, control of the workflows in the procurement in coordination with supervisor;
Analyze and develop cost saving and reduction strategies in the Regional Office (RO), programme presence offices (PPOs) and the region at large;
Analyze and develop proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the Regional Office (RO), programme presence offices (PPOs), multi country office (MCO) and country offices (COs) in the region;
Prepare annual procurement plans and support other offices in the region in the preparation of theirs;
Provide technical inputs for the development of new tools, systems, policies, manuals, templates and guidelines;
Prepare procurement related reports and analyses; research and draft responses to enquiries;
Provide advice and technical support on procurement related issues to the Regional Office, programme presence offices, multi country office and country offices;
Follow-up on internal and external audits to ensure compliance.

Manage the procurement processes for the RO, PPO, MCO and CO in the region:

Analyze information for preparation of procurement plans for the offices and projects and oversee their implementation;
Develop and implement proper monitoring and control of procurement processes including organization of RFQ, ITB, RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN Women rules and regulations;
Clear the documentation for review at the HQ Procurement Review Committee;
Implement the internal control system to ensure that purchase orders (POs) are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems;
Elaborate proposals and implement the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas, as required;
Implement harmonized procurement services and elaborate proposals/ analysis of requirements for inter-agency Long Term Agreements (LTAs), introduction of joint procurement for the UN Agencies in line with the UN reform.

Manage team members:

Supervise the Procurement and Administrative Associate of the Regional Office and lead the procurement focal points in the region;
Manage, coach and guide staff and ensure compliance with timely and regular feedback.

Ensure the implementation of sourcing strategy:

Develop and manage a database of suppliers, elaborate supplier selection and evaluation criteria, quality and performance measurement mechanisms;
Keep abreast of on-going LTAs and promote the use of LTAs in the region.

Ensure facilitation of knowledge building and knowledge sharing in the Regional Office, programme presence offices and country offices:

Coordinate training on procurement for the operations and programme staff in the region;
Develop and support the development of training materials, webinars and other education materials;
Contribute to knowledge networks and communities of practice as required.

Key Performance Indicators

Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
Services are provided in compliance with UN Women rules, regulations and policies
Timely and accurate analysis of requirements for inter-agency LTAs
Timely preparation of procurement plans
Timely and quality advice to the RO, PPOs, MCO and COs in the region
Performance of staff

Competencies

Core Values:

Respect for Diversity
Integrity
Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Functional Competencies

Strong knowledge of procurement processes and systems;
Ability to provide procurement related support and advice;
Ability to work with little to no supervision;
Strong knowledge in the use of spreadsheets and database packages;
Ability to work well under pressure and meet deadlines;
Ability to contribute to the formulation and monitoring of management projects;
Ability to perform work of confidential nature and handle a large volume of work;
Strong IT and web based management skill;
Negotiation skills.

Required Skills and Experience

Education and certification:

Master´s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;
Willingness to take UN Women internal procurement certifications is required.

Experience:

At least 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.);
Experience in handling of web-based management systems, such as Atlas;
Experience in leading teams is an asset.

Language Requirements:

Fluency in English and Spanish is required;
Working knowledge of French and/or Portuguese is an asset.

Other Requirements:

The interested parties must be nationals of the country.

Application procedure:

Qualified candidates are requested to apply online via this website. The application should contain:
Cover letter explaining why the individual considers him/herself the most suitable for the position;
Duly completed and signed UN Women Personal History Form ( P11) must be completed and attached as part of the online application in place of the CV/résumé. Blank form can be completed and downloaded from: http://www.unwomen.org/en/about-us/employment
Applications without the complete P11 form will be treated as incomplete and will not be considered for further assessment.

Note:
Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.
Only short-listed qualified candidates will be contacted.