Jobs - 70244- Procurement and Logistics Analyst

Procurement and Logistics Analyst

Location :

Dakar, SENEGAL

Type of Contract :

FTA Local

Starting Date :

01-Apr-2017

Application Deadline :

31-Jan-17 (Midnight New York, USA)

Post Level :

NO-C

Duration of Initial Contract :

1 year – renewable subject to performance and funding availability

Languages Required :

English French

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

Under the overall guidance of the UNODC Regional Representative and the direct supervision of the Finance Officer and Head of Operations, the Procurement and Logistics Analyst is responsible for the planning and oversight of all procurement and logistical operations undertaken in the entire field office as per the delegation of authority on procurement and financial matters; ensure that procurement activities, travel administration, asset management to support substantive work programmes and programmed activities are carried out in a timely fashion. He/she will ensure the coherent development and management of procurement forecast for the Regional office as well as day-to-day supervision of the Procurement and Logistics Unit.

Duties and Responsibilities

Within delegated authority, the PLA will be responsible for the following duties:

Lead, coordinate and supervise the delivery effort within procurement, travel, logistics and asset management unit,
Prepare procurement plan, elaboration of the Field Office procurement strategy, management of the procurement process, evaluation of bids/proposals and administration of contracts,
Finalizes purchase orders and contracts for approval by his/her Superiors; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official,
Oversee logistical services in accordance with UN rules and regulations,
Prepare contracts and leases, compliance with the terms and conditions of these documents, and safeguarding the interests of the organization.
Plan and strategize for timely delivery of goods and services.
Liaise with Procurement Section in Headquarters and Approving Officers for procurement above delegated authority.
Provide knowledge of the local market to develop and maintain a roster of local suppliers/vendors as well as obtain specifications for new products and equipment on the market.
Ensure a robust travel and transport management system is in place:
Apply most economical suitable travel options, ticket purchase, travel entitlements, hotel accommodation, VIP protocol, and airport transfers.
Provide knowledge of Government rules and regulations and linkages with the concerned Government officials for securing visas.
Develop transport management policy on the purchase and rental of vehicles, planning scheduling of vehicles and drivers, and monitoring fuel and maintenance expenditure trends.
Ensure effective asset management:
Manage Field Office assets inventory, facilities and logical support in compliance with rules and regulations.
Undertake periodic verification of assets and reporting to UNODC Headquarters.
Provide knowledge of Government rules in connection with application for customs exemption certificates and import permits for UN consignments.
Coordinate with the concerned Government Ministry/Department Officials for securing endorsement and adherence to the prevailing custom rules.
Ensure adherence to UN/UNODC operational policies, procedures and standards of conduct.
Provide appropriate response to internal/external audit observations and oversight functions.
Manage the day-to-day supervision of the work of Procurement and Logistics staff which includes travel, transport and asset.
Perform other duties as may be required

Work implies frequent interaction with the following

Procurement Section at UNOV/UNODC Headquarters, Financial Resources Management Service team at UNODC Headquarters, Umoja, UNDP Dakar and other Country Offices as well as ROSEN project teams and Sub- Offices.

Results Expected

Formulate effective procurement and logistics operational plan through the provision of timely support with respect to a well formulated medium-term plan, forecast visibility, improved administration resources and personnel, and improved programming and budgetary practices. Consistently applies appropriate policies, guidelines, procedures and processes. Effectively and timely liaison with concerned parties at all stages of the procurement process.

Competencies

Professionalism

In-depth grasp of leading-edge techniques, practices and operations, and ability to address broader issues of procurement, finance or administration in terms of impact at the programme and institutional level -Good knowledge of best value for money and public procurement processes; ability to understand and enforce procurement policies, procedures and new programmes -Strong analytical skills to evaluate vendor applications and good knowledge of financial statements, risk factors, market trends, etc; Excellent negotiating skills in resolving conflicts and ability to shape and influence agreements with procurement units and vendors. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Planning & Organizing

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Teamwork

Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Client Orientation

Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Required Skills and Experience

Education

Advanced university degree (Master's degree or equivalent) in Business Administration, Public Administration, Commerce, Accounting, Law or other related fields is required. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience

A minimum of five years of progressively responsible experience in procurement, finance, law, administrative or related areas, in which two years must be at the international level, is required. Experience with vendor review process and identifying viability of potential vendors is required. Experience working in a procurement or procurement support function desirable. Experience in conducting training and processing data in procurement and financial management system is desirable. Advanced knowledge of spreadsheet, web-based applications and ERP software (SAP) are highly desirable. Demonstrated working experience with the United Nations financial rules and regulations is an asset.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in English and French, i.e. oral and written proficiency, with excellent document drafting skills, is required.