The following documents shall be required from the applicants:
- Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
- A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position
The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, improved and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).
The Office of Procurement is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).
The Central Procurement Unit (CPU), of the Office of Procurement based in New York, provides procurement support services for UNDP business units by centrally coordinating all procurement transactions over $5K. It serves central bureaus within UNDP to ensure cost and time efficiency, required compliance and added value to clients. Those central bureaus identify procurement needs and make decisions, while CPU provides procurement services and guides the client through the process and decides on the best sourcing strategy. Routing procurement requests through CPU will lead to a quicker turn-around time, and a higher quality, cost effective outcome.
The Procurement Analyst will work under the guidance and direct supervision of the Chief of Central Procurement Unit, or as delegated to other CPU team members, and will be responsible for the fulfilment of the deliverables as specified above.
Duties and Responsibilities
Under the supervision of the Chief of CPU, the Procurement Analyst supports the provision of procurement and contract management services in line with UNDP rules, policies and procedures and focusing on the following activities:
Ensures elaboration and implementation of operational strategies focusing on achievement of the following results
- Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of a client/oriented procurement management system.
- Actively involved in business process mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows within GPU and with external stakeholders.
- Implementation of strategic procurement in the unit including sourcing strategy, supplier selection and evaluation, quality management, customer and supplier relationship management, e-procurement introduction and promotion, performance measurement.
Ensures service delivery to UNDP Units and procurement services to clients with the following key responsibilities:
- Liaises with UNDP Requisitioning Units to enable efficient and cost-effective procurement and logistics support;
- Analysis of requirements and synthesis of proposals for reduction in transaction costs.
- Assists with the development, publication and management of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers and submission of cases for UNDP contract committee review;
- Conducts procurement processes in response to specific needs, if requested; Communicates outcome of procurement processes to clients.
- Timely and duly monitoring of procurement/PSM plans on behalf of clients for needs assessment for products and services for implementation of strategic procurement/long term agreements in order to ensure cost effective procurement services are offered to GPU clients.
- 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
- Proactive Management of procurement contracts and Atlas related processes. Preparation and submission of procurement cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Performance management of procurement contracts
- Implementation of internal control systems which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Supports the elaboration of innovative procurement strategies to respond to new demands/opportunities with the following key responsibilities:
- Compiles and analyses historical data for forecasting of goods and services
- Analysis of internal and external data requests relating to specific products
- Identifies areas for analysis and opportunities to support procurement projects and complete reporting requirements (with partners and other bureaus)
- Participates in meetings with suppliers/other procurement partners
- Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement and mechanisms.
- Effective implementation of e-procurement and case management tools
Contributes to foster Knowledge Sharing on procurement services with the following key responsibilities:
- Compiles and analyses historical data and forecasts of specific products and commodities;
- Supports management of data requests internal and external to the organization
- Ensure systematic knowledge sharing on procurement with clients by assisting in the organization of training workshops and in the development of knowledge tools;
- Sound contributions to knowledge networks and communities of practice
- Sustainable Procurement: Support PSU with the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc. and develop and apply a methodology to capture impact and effect of these initiatives.
Required skills and competencies
- Innovation: Ability to make new and useful ideas work
- Leadership: Ability to persuade others to follow
- People Management: Ability to improve performance and satisfaction
- Communication: Ability to listen, adapt, persuade and transform
- Delivery: Ability to get things done
- Strong analytical, negotiation and communication skills, including ability to produce high quality practical advisory reports and knowledge products,
- Ability to produce high quality outputs in a timely manner while understanding and anticipating the evolving client needs. Strong organizational skills.
- Ability to work independently, produce high quality outputs.
- Sound judgment, strategic thinking and the ability to manage competing priorities
- Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
- Supplier Management: Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
- Logistics: Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
- Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Required Skills and Experience
- Advanced Degree Master’s Degree in Social Science, Law, Economics, International Development, Business Administration or other related field. (Bachelor’s degree in any of the above subjects with 4 years of relevant Procurement experience).
Years of relevant work experience
- Minimum 2 years of national/international professional experience in procurement is required. (4 years of relevant experience if Bachelors degree)
- Work experience from developing countries highly desirable.
- Experience in the use of computers and office software packages as well as web-based management systems.
- Excellent writing, research, analysis and presentation skills.
- Knowledge of UN and/or UNDP procedures, grant applications and program implementation is highly desirable.
- Working Knowledge of English required. Working knowledge of any other UN Language is highly desirable.
- Knowledge of UNDP’s ATLAS or similar ERP systems is a plus.
- UNDP Procurement Certification programme (e.g. UNDP CIPS 3) or equivalent is required.