Background
Under the overall guidance of DRR and direct supervision of the Operations Manager, the Procurement Analyst ensures effective delivery of procurement services. 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 supervises support staff of the Procurement 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
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
- 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.
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) to ensure quality control
- 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.
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.
Ensures organization of logistical services focusing on achievement of the following results:
- Implementation of proper monitoring and control of travel including purchase of tickets, PO preparation;
- arrangement of shipments; vehicle maintenance; conference facilities arrangements
- Implementation and proper monitoring of timely conducted Travel Agencies, vehicle maintenance, hotel and conference facilities, other services and supplies surveys
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
Competencies
Knowledge Management and Learning
- Promotes a knowledge sharing and learning culture in the office
- Actively works towards continuing personal learning and development in procurement, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to provide analytical inputs to strategic planning, results-based management and reporting
- Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP)
- Ability to make analysis of parameters provided in support of procurement activities in the Country Office
- Ability to lead implementation of new systems (business side)
- Effective working relations in support of work conducted by the team
Management and Leadership
- Focuses on impact and result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates strong oral and written communication skills
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change and ability to manage complexities
UNDP Procurement Certification programme
Required Skills and Experience
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
- 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
- Fluency in English and Russian
This is a locally recruited position
- UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest.
- No telephone inquires will be entertained. Only short-listed candidates will be contacted
- Qualified women are strongly encouraged to apply
All interested candidates should complete the UN PERSONAL HISTORY FORM (P11) at the following link:
http://un.by/pdf/P11form-6957.doc and attach it to the on-line application
Information on conditions of UNDP contracts is contained at the link: