The Office of Procurement is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function.  OP supports UNDP’s programme delivery in line with UNDP’s Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP.   We are 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 Central Procurement Team (CPT), of the Office of Procurement based in New York, provides procurement support services for UNDP business units by centrally coordinating all procurement transactions over $10K. It serves central bureaus within UNDP to ensure cost and time efficiency, required compliance and added value to clients.  Those central bureaus identify procurement needs and make decisions, while CPT provides procurement services and guides the client through the process and decides on the best sourcing strategy. Routing procurement requests through CPT will lead to a quicker turn-around time, and a higher quality, cost-effective outcome.

Under the supervision of the Procurement Specialist, the Procurement Analyst manages complex procurement cases ensuring the execution of transparent and efficient procurement services undertaken by the Central Procurement Team in line with client expectations. The Procurement Analyst will also be responsible for providing input to the strategic direction of the team and supporting the Team Lead in the implementation of Procurement Strategies.

The Procurement Analyst will be the Procurement focal point with the General Operations Team in regard to the ongoing UNDP HQ Renovation Project.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

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

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
•    Contribution to BMS Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows.
• Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.
• Synthesis of proposals and implementation of contract strategy in CPT including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• In charge of working closely with the Clients and develop procurement plans, sourcing strategies and work on complex procurement cases and advisory.

2. Ensures efficient management of procurement processes for the clients focusing on achievement of the following results:

• Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation.
• Establishment and implementation of proper monitoring system and control of procurement processes including organization of 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 regulation.
• Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Management of procurement contracts and Atlas related processes.
• Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Establishment and implementation of harmonized procurement services and elaboration of proposals on common services, introduction and management of joint procurement for the UN Agencies in line with the UN reform.
• Support in the different activities that are assigned by the Supervisor that relate to the procurement unit and/or provide procurement services to other offices and units on cost recovery basis.

3.Ensures introduction and implementation of sourcing strategy and e-procurement tools:

• Implementation of the strategic procurement in CPT and clients including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Implementation of activities for establishment of Long-Term Agreements with vendors.
• Management of e-procurement module.

4. Ensures facilitation of knowledge building and knowledge sharing in the Unit focusing on achievement of the following results:

• Organization of training for the operations/projects staff on Procurement.
• Organization of trainings for the clients on Procurement as required.
• Synthesis of lessons learned and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.
• Review procurement cases before submitted to oversight committees to ensure quality check, value for money, and consistency and increase the quality assurances for CPT. Develop checklists and training materials to support the continues monitoring of CPT quality assurances.

Institutional Arrangement

The Procurement Analyst will be the Procurement focal point with the General Operations Team in regard to the ongoing UNDP HQ Renovation Project. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

• Business Direction and Strategy -Negotiation and Influence:
  •  Ability to reach an understanding, persuade others, resolve points of difference, gain the advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations.
• Business Direction and 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 Development – Knowledge Facilitation:
  • Ability to animate individuals and communities of contributors to participate and share, particularly externally.
• Business Management – Results-based Management:
  • Ability to manage programmes and projects with a focus on improved performance and demonstrable results.
• Business Management – Communication:
  • Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication. to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Procurement – Procurement Management:
  • The ability to acquire goods, services, or works from an outside external source.
• Procurement – Supplier / Relationship Management:
  • Knowledge of supplier management concepts, principles, and methods, and ability to apply this to strategic and/or practical situations.

• Advanced University Degree (master’s degree or equivalent) in Business Administration, Public Administration, Construction or Civil or Electrical Engineering, Economics, Supply Chain Management, or related field is required OR
• A first-level university degree (bachelor’s degree) in the above fields in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

• Fluency in English is required.

Professional Certificates

• CIPS Level 2 certification is required.
• CIPS level 3 is a requirement for this position.  If CIPS Level 3 certification is not yet available at the time of recruitment, it should be obtained within one year.

Travel:  

• No travel is envisaged