Procurement Analyst

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The full-scale invasion of Ukraine has had a profoundly negative impact on the lives of women and men, girls and boys, causing widespread destruction, displacement and suffering. According to Ukraine Humanitarian Response Plan for 2023,  nearly 18 million people, out of whom 6.7 million are internally displaced, are in need of humanitarian assistance. Multiple forms of gender-based violence (GBV), including intimate partner violence, sexual exploitation and abuse, sexual harassment, conflict-related sexual violence (CRSV) and economic exploitation, are being reported, exacerbating the pre-war situation. With women constituting the majority of refugees from Ukraine and those displaced within the country, the multisectoral impact of the war affects women disproportionately through such factors as increased care responsibilities, reduced access to livelihoods and increased threat of gender-based violence.

The Country Office with its national and UN partners continues working towards ensuring that many important gender equality gains achieved before the escalation of the war in 2022, will sustain, while emerging challenges and needs to women’s rights and empowerment are addressed, including though adequate funding, strengthen resilience, economic empowerment, and inclusion of women in the decision-making, humanitarian response and gender-responsive recovery at all levels.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Manager, the Procurement Analyst ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Analyst promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The Procurement Analyst works in close collaboration with the Operations, Programme and Projects teams in the Business Unit, Region, and UN Women HQ as well as with Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.

Duties and Responsibilities

Provide analytical inputs to the elaboration and implementation of innovative and sustainable procurement strategies and policies aligned with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UN Women rules, regulations, policies, and strategic priorities through effective internal controls, and analyzes parameters in support of modifications to UN Women’s client–oriented procurement management system.
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map BU procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor.
• Participate in and provide input to discussions on procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment.
• Conduct analysis and prepare proposals on the BU contract strategy, sourcing strategy, supplier selection, quality management, cost reduction strategies, and improvement in procurement processes in BU.

Provide support to the administration and implementation of the procurement strategies across Ukraine Country Office in accordance with UN Women rules and regulations, policies, and strategies

• Provide support to the implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
• Provide input in elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provide researched information for formulation and implementation of strategic procurement in the CO including tendering processes and evaluation, contract management, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation & quality management.

 Support the coordination of the procurement processes for Ukraine Country Office:

• Provide technical input in preparation of procurement plans for the office and projects and monitoring of their implementation.
• Implement proper monitoring systems, mechanisms and controls for  competitive and complex procurement processes for the CO including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, evaluation, negotiation of certain conditions of contracts in full compliance with UN Women rules and regulations.
• Provide support in preparation and issuance of the CO’s long-term agreements (LTAs) for goods and services.
• Prepare Purchase orders and contracts, and recurring Purchase orders for contracting of goods and services.
• Monitor procurement contracts and, upon delegation of responsibility, and provide support as “Procurement Case Manager” in Quantum.
• Review procurement processes conducted by CO and Projects before submissions to the Procurement Review Committee (PRC).
• Provide support to implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched according to rules and regulations.
• Provide input of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Contribute to joint procurement processes for the UN Agencies as part of UN Procurement sub-group.

Provide technical support to the implementation of sourcing strategy and preparation of the Institutional and Professional Contracts:

• Support the development and regularly update of the rosters of suppliers, and support the implementation of suppliers’ selection and evaluation criteria.
• Monitor verification and control of all the supporting documents in respect of all types of contracts for the CO.
• Support the preparation, clearance and issuance of the Institutional and Professional Contracts, in due time.
• Manage and implement e-procurement system in BU.

Provide Administrative and Procurement Support to the Country Office’s Programme Team and Implementing Partners (IPs):

• Provide Administrative and Procurement Support in the preparation of programme work plans and budgets, as well as the programme implementation arrangements.
• Provide capacity building and trainings on Procurement processes to the Implementing Partners (IPs), as support to program implementation.
• Gather and compile updated data and information for the procurement policies and guidelines, and dissemination to programme team and IPs as required.
• Support the Programme team in procurement data tracking and reporting.

Contribute to the facilitation of knowledge building and knowledge sharing in the CO:

• Organize trainings for the operations/ projects staff on Procurement.
• Synthesize lessons learned and best practices in Procurement.
• Provide sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: May supervise procurement support staff in Business Unit.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative and Client-Oriented Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Cross-Functional Competencies

• Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
• Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations.
• Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
• Ability to identify and execute opportunities to improve operational efficiency.
• Ability to get things done while exercising good judgement.
• Ability to identify and prioritize risks and organize action around mitigating them.
• Ability to perform admin and procedural activities to ensure that quality requirements and goals are fulfilled.

Required Skills and Experience

Education and certification:	A Master’s degree or equivalent in Procurement, Business Administration, Public Administration, Law or a related field; A First Level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of an advanced degree. Professional Certification in Procurement (e.g. CIPS) is an advantage. Willingness to take UN Women internal procurement certifications is required.
Experience:	At least 1 year of relevant experience in procurement at the national or international level. Prior experience with UN agencies or other international organizations is an asset. Experience in the usage of computers and office software packages (MS Word, Excel etc.) is required. Advanced knowledge in the use of multiple office software packages including web-based management systems and ERP systems, preferably Oracle is required.
Language Requirements:	Fluency in English and Ukrainian is required.

All applications must include a completed and signed UN Women Personal History form (P-11) which can be downloaded from 

Applications without P11 may be treated as incomplete and may not be considered for further assessment.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need. 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check).