UNDP Jobs - 18588- Procurement Analyst

Procurement Analyst

Location :

Pyongyang, DPR Korea, KOREA (DEMOCRATIC PEOPLE'S REPUBLIC OF)

Type of Contract :

FTA International

Starting Date :

01-Oct-2010

Application Deadline :

21-Sep-10 (Midnight New York, USA)

Post Level :

P-2

Duration of Initial Contract :

One year

Languages Required :

English

Expected Duration of Assignment :

Two years

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

UNDP resumed operations in DPRK in January 2009. Executive Board decision 2009/1 requires the country office (CO) to restart the six projects that were suspended in March 2007. The Executive Board and the Government of DPRK, in a bid to avoid repeat of the past disagreements on matters of procurement, finance etc, and in the interest of cordial and productive working relationship, agreed on a new protocol governing UNDP DPRK operations.

The Executive Board and UNDP management consequently, set new and special procedures to govern procurement (including assets management-installation, location, use, safety, and maintenance), human resources, finance, and local currency among others. Special rules have been established for procurement in particular. The special, new framework that has been introduced is more aligned with the unique DPRK environment than organization-wide rules and practices being followed by UNDP. With the resumption of project implementation, procurement needs to be initiated to avoid delay. Importantly, compliance with the new special procedures must be ensured. Five of projects are input heavy thus requiring dedicated person to ensure that compliance with special procedures is achieved without undue delay to progress of projects’ implementation in DPRK.

The special Operations regime anticipates the need for a Procurement Analyst. The Procurement Analyst will be providing specialized services to the Small Wind Energy Development Project (SWEDPRA) and Sustainable Rural Energy Development Project (SRED), more specifically in ensuring compliance with the special rules and procedures governing procurement and assets. Adherence to the new framework will require strengthened CO staff capacities for monitoring procurement, assets acquisition, installation, safety and maintenance. The quality of these services will significantly impact the oversight by the Regional Bureau and Head Quarters and Country Office’s programme management performance and relations with donors.

Duties and Responsibilities

Duties and Responsibilities

Under the guidance and direct supervision of the Operations Manager, the Procurement Analyst supervises the CO Procurement Unit, responsible for effective delivery of procurement services in order to obtain the best value for money in UNDP DPRK and its projects. He/she analyzes 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 Operations, Programme Support, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.
Under the guidance of the related projects managers, and the direct supervision of the Operations Manager, the Procurement Analyst will be managing the procurement services function for the current six projects including the Sustainable Rural Energy (SRED) project.?The Procurement Analyst is expected to work with relative independence, be responsibly innovative and creative in finding solutions to procurement challenges faced by the Country Office.

Under the related Projects Managers guidance and direct supervision of the Operations Manager, the Procurement Analyst will constitute the Projects Procurement Unit, responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the UNDP Contacts and financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst is expected to play a leading role in the UN Common Procurement Task Force for enhancing UN common procurement activities.

Summary of Key Functions:

Implementation of operational strategies
Management of procurement processes
Implementation of sourcing strategy and e-procurement tools
Facilitation of knowledge building and knowledge sharing

1. Ensures 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, 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.
Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.
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 the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

2. Manages and guides procurement processes for CO, DEX projects, Common Services and at the reqeust of other Agencies focusing on achievement of the following results:

Timely and duly 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.
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.
Implementation 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.
Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.

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 of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Management of e-procurement module.

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 on Procurement.
Synthesis of lessons learnt and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards
Promotes the vision, mission, and strategic goals of UNDP
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Treats all people fairly without favoritism

Functional Competencies:

Knowledge Management and Learning

Promotes a knowledge sharing and learning culture in the office
In-depth knowledge on development issues
Ability to advocate and provide policy advice
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to analyse procurement service requirements
Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP).
Ability to apply organizational policies and procedures
Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change
Strong analytical skills

Management and Leadership

Focuses on impact and result for the client and responds positively to feedback
Leads teams effectively and shows conflict resolution skills
Consistently approaches work with energy and a positive, constructive attitude
Demonstrates strong oral and written communication skills
Builds strong relationships with clients and external actors
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

Education:

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

Experience:

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 English