Background

Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

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.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.

Travel: 
  
a) UNDP will cover the cost of travel of the individual to the duty station, as well as their return to their home upon completion of their services. Travel costs are covered only in the event that the function will be undertaken physically in the duty station and excludes working from home arrangements.
b) There is no other anticipated travel associated with performing the functions 

Office/Unit/Project Description:

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP works to implement the SDGs in more than 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. It helps countries to implement projects, develop policies, leadership skills, share experiences, develop institutional capabilities and build resilience to sustain development results.

The Procurement Services Unit (PSU) is part of the Office of Procurement in the Bureau Management Services (BMS) in UNDP providing vital management support in areas such as administrative services, budget and finance, human resources, information and communications technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions.   Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery. Despite its critical role, procurement as an operational service can be traced back to as recently as 1999, when UNDP transitioned from a developmental funding model to one that included direct execution projects in its portfolio. In the years following this shift in models, UNDP procurement experienced unprecedented growth in terms of its volume and complexity. 

The mandate of PSU includes development and updating of procurement policy, providing procurement advisory and operational support to country offices and HQ units and professionalization of the procurement function. Procurement supports programme delivery in line with UNDP's Strategic Plan and best practices in public sustainable procurement.  Procurement acts in accordance with rules and regulations, the accountability framework, and ensures appropriate risk management for UNDP.   PSU is 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 Policy Team in New York (HQ) provides overall direction and guidance to UNDP on procurement activities, and is primarily responsible for UNDP procurement policy, processes and systems. The Central Procurement Unit (CPU) in 
New York, provides procurement services for Business Units/Central Bureaux in UNDP Headquarters.  The Global Procurement Unit (GPU), based in Copenhagen, provides direct procurement services for the Global Fund, crisis prevention and recovery support, procurement support to elections programmes, and hosts the PSU Global QAP Training team. The PSU Team in Cyberjaya, provides transactional support to global operations and manages global LTAs through an emerging eProcurement platform.

Institutional Arrangement:
The Procurement Analyst will work under the guidance and direct supervision of the Chief of Central Procurement

Duties and Responsibilities

Scope of Work

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: 

a. 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.  

b. 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.

c. 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

d. 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.  

Competencies

Core 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

Functional Competencies: 

• 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

Technical competencies:

• 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