Procurement Analyst

The United Nations Development Programme (UNDP) in Solomon Islands, on the ground since 1999, has earned a reputation as a trustworthy development partner in the collective effort of supporting Solomon Islands in achieving the objectives of the National Development Strategy and the Sustainable Development Goals. UNDP works with people and their governments to address the country’s various development challenges. We support Solomon Islands in implementing the Sustainable Development Goals (SDGs) and sustaining its growth trajectory by modernizing institutions, reducing inequalities, digitally transforming communities, combating climate change and sustainably managing natural resources.

As part of the UNDP Pacific Multi Country, which covers 10 countries in the Pacific region and guided by the Mult Country Programme Document for 2023-2027, UNDP in Solomon Islands has a growing portfolio of country focused interventions in the areas of:

• Effective Governance
• Inclusive Growth
• Resilience and Sustainable Development

The Procurement Analyst work under the strategic guidance and direct supervision of the Operations Manager of Solomon Islands. The Procurement Analyst promotes a collaborative, client-focused, quality, and results-oriented approach to the project. The Procurement Analyst will contribute to the knowledge sharing and creation in the procurement practice. Promote procurement “best practice” internally and externally. The incumbent will work closely with CO Units, Fiji MCO, Regional Hub, Experts/Consultants, and Contractors.

Elaborate and manage implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client–oriented procurement management system.
• Elaborate/establish internal public sector procurement Standard Operating Procedures (SOPs), mapped CO procurement business processes, and harmonized workflows within the Procurement unit and the broader CO.
• Discuss procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment.
• Conceptualize, elaborate and implement strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contractor appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.

Efficiently manage procurement processes for CO, projects and other UN Agencies.

• Ensure timely and proper preparation of procurement plans for the office and projects, including establishment of the deadlines and monitoring of their implementation.
• Establish and manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Review and certify submission of documents to internal procurement review committees (CAP, RACP and ACP).
• Elaborate and implement internal control system, which ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems.
• Supervise implementation of harmonized procurement services and expansion of these services for joint procurement for UN agencies in line with the UN reform.

Elaborate, introduce and implement strategic sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals for the CO and MCO, as required.

• Develop and manage rosters of suppliers.
• Elaborate supplier selection and evaluation, and quality and performance measurement mechanisms.
• Review and provide input on the Term of Reference for establishment of Long-Term Agreements/Framework Agreements for more efficient category management for the CO and MCO, as required.
• Ensure proper management and implementation of e-procurement system in CO.
• Oversee and monitor the procurement processes for different types of LTAs to contract potential vendors for various commodities, services and works to reduce procurement transactional cost and enhance operational efficiency for the CO and MCO, as required.

Facilitate procurement knowledge building and knowledge sharing in CO, MCO , UNDP, and UN.

• Organize procurement training for the operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Organize procurement training, as required, for government staff.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.
• Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: Responsible for supervision and performance management of Procurement Associate and support staff in Solomon Islands procurement unit.

Core competencies:

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

People Management competencies:

• UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies 

Procurement  

• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations. 
• Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.          
• Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.         
• Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.           

Business Direction & Strategy             

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.      

Business Management           

• Portfolio Management: Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment      
• Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.           

• A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

• Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
• Experience in writing case presentation for the Review Committee.
• Experience in dealing with contractual dispute.
• Experience in writing responses to the audit observations.
• Experience in managing high value civil works contracts.
• Certificate Programme or in Contract Management is an asset.

Required Languages:

• Fluency in English is required.
• Knowledge of Pidgin is an advantage.