UNDP Jobs - 51596- Procurement, Supplies and Management Analyst

Procurement, Supplies and Management Analyst - (Opened to South Sudanese Nationals Only)

Location :

Juba, SOUTH SUDAN

Type of Contract :

Service Contract

Starting Date :

15-Dec-2014

Application Deadline :

28-Nov-14 (Midnight New York, USA)

Post Level :

SB-4

Duration of Initial Contract :

12 Months

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

In South Sudan, The United Nations Development Programme (UNDP) is a key partner to the Global Fund for the fight against AIDS, Tuberculosis and Malaria (GFATM) and is the United Nations (UN) agency assuming the role of Principal Recipient of GFATM grants, on behalf of the Government of South Sudan. In its role as Principal Recipient, UNDP is responsible for the financial and programmatic management of the GFATM grant as well as for the procurement of health and non-health products in these grants. In all areas of implementation, UNDP provides capacity development services to relevant institutions, sub-recipients and implementing partners.

Under the overall leadership of the Team Leader of Human Development and Inclusive Growth (HDIG), the Procurement Supplies & Management Analyst will be under the guidance and direct supervision of Global Fund Coordinator with matrix reporting to the Head of Procurement Unit of UNDP SS. He/she will be responsible for effective delivery of procurement services in order to obtain the best value for money under Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria program. 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 & Supplies Management Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the unit.

The Procurement and Supplies Management Analyst works in close collaboration with the Operations, Programme and project teams in the CO, in particular Procurement Unit of UNDP SS CO which provides managerial and strategic support to the Procurement Unit in GF. He/she also works closely with Government counterparts’ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Management of procurement processes in line with UNDP/GFATM policies;
Implementation of sourcing strategy and e-procurement tools;
Facilitation of knowledge building and knowledge sharing;
Asset management.

Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UNDP and GFATM 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 GFATM 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 GFATM including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement;
Coordinates and assists in formal evaluation of bids, processing of technical clarifications on behalf of the evaluation committee and finalization of the commercial evaluation of bids;
Monitors contractor performance and coordinates with technical teams the certification of work for compliance with contractual terms and for payment;
Maintains audible procurement and contracting documentation in compliance with UNDP standards;
Provide advice to program staff, project and other UNDP units on the correct interpretation of contract terms and clauses, penalties, handling of guarantees, and any other issues related to the contracts or purchase orders.

Manages and guides procurement processes for GFATM programme 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 and GFATM 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 Buyer 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
Oversees financial flows related to procurement and reconciliation between inventory and accounting system data
Identifies procurement bottleneck/issues provides strategic advice to management and ensures remedial action is taken.

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.

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.

Impact of Results

The key results have an impact on the overall UNDP/GFATM efficiency in procurement 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, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP/GFATM programmes and projects.

Competencies

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;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

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;
Analyzes 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.

Design and Implementation of Management Systems

Research and analysis and making recommendations on management systems;
Maintains information/databases on system design features;
Develops simple system components.

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.
Actively supports the interests of the client by making choices and setting priorities to meet their needs.
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.

Required Skills and Experience

Education:

Master’s Degree or equivalent in Business Administration, Procurement and Supply Chain Management, Finance, economics, Public Administration, Finance, Economics or related field;
A Bachelor’s degree in the same areas with 4 years of relevant experience can be accepted in lieu of a Master’s degree;
UNDP Procurement Certification Programme.

Experience:

2 years of relevant experience at the national or international level in procurement management, preferably in the health or health-related sector;
Good understanding of UNDP and GFATM Procurement Rules and Guidelines in asset;
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; and
National language of the duty station.