Procurement Analyst

A Grants Implementation Unit was established in UNDP which is responsible for implementation of all GF grants in Kyrgyzstan for which UNDP is the Principal Recipient. The Unit includes various programme, procurement, finance and Monitoring and Evaluation (M&E) staff.

The initial assignment is for 12 months subject to further extension based on performance evaluation. Procurement Analyst promotes a client, quality and results-oriented approach. The key results have an impact on the overall effectiveness of the project, both in the management of procurement processes and in the success of the project’s implementation. 

Duties and Responsibilities

Ensures implementation of the operational strategies:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.

Organizes procurement processes for the GF Grants:

• According to the Procurement Plans (PSM/PAP) organises procurement processes within the grants including drafting of tendering and solicitation documents, assists in conducting tendering processes (RFQs, ITBs, RFPs, CFPs etc. in accordance with the UNDP rules and procedures) whilst ensuring that tender announcements are circulated as widely as possible among the potential suppliers, facilitating the flow of information during the tender by clarifying requests from tender participants and requesting additional information from them if necessary;
• Organizes quality research of local and international markets for goods and services required for grants needs, including verification of products availability, price analysis and search for potential vendors;
• Interacts- with and provides guidance for national partners and independent experts on developing of adequate specifications/terms of references for goods and services in line with the UNDP rules and procedures as well as review and adjustment as necessary;
• Participates in opening of quotations, bids or proposals, organizes their technical evaluation, including coordination of technical committee meetings and prepares minutes/protocols thereof, conducts financial evaluations of the technically responsive offers;
• Implementation of functions of an Ex-Officio for procurement processes;
• Submits procurement cases and recommendations for contract award to the UNDP country office, drafts contracts in accordance with the UNDP model contracts and relevant rules and procedures;
• Prepares and follows up  a complete and quality set of documents for procurement cases that are subject to review by the relevant Procurement Committee (CAP, RACP and ACP) ;
• Prepares requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services;
• Support with and guidance for effective performance evaluation of contracted suppliers through established formats;
• Implementation of effective maintenance of procurement records (regular filing, archiving, reporting) and timely and regular submission of originals to UNDP.
• Creates requisitions/cases/POs in Unall, Quantum system, budget check for requisitions;
• Contributes to the preparation Procurement Action Plans (PAP and HPAP/HPMT) for the grants, monitors their implementation and timely updates PAP and shipment monitoring table;
• Prepares reports on procurement progress and reports on imported goods to the concerned authorities as required;

Follows the Global Fund requirements on procurement of health products:

• Cooperates with international procurements agents and partners (Global Procurement Unit, Global Drug Facility, UNICEF Procurement division, UNFPA Procurement Services Branch etc.) for procurement of pharmaceuticals, diagnostic products, laboratory equipment and supplies.
• Makes sure the products are compliant with the Global Fund Quality Assurance Policy.
• Controls/monitors delivery dates in order to avoid stock out or overstock situations
• Ensures timely customs clearance of goods by preparing and collecting official letters to/from state authorities and UNDP CO for obtaining import permissions in line with the national legislation and UNDP rules and procedures and clearing goods at customs terminals;
• Updates the Global Fund’s Price and Quality Report
• Assists in preparation of progress and disbursement reports to the Global Fund
• Performs other tasks as assigned by the Procurement and Supply Manager and Programme Manager of the Grants Implementation Unit.

Manages contracts focusing on achievement of the following results:

• Support to effective management of procurement contracts through establishing a contract monitoring tool and follow up as necessary.

Ensures facilitation of knowledge building and knowledge sharing in the CO/Projects:

• Organization of trainings for the operations/ projects/national partners staff on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

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

Institutional Arrangement

Under the overall guidance of Programme Manager and direct supervision of the Procurement and Supply Manager, the Procurement Analyst provides transparent and efficient procurement services and processes in the office ensuring high quality of work, accurate, timely and properly recorded/documented service delivery in line with GF/UNDP regulations. The Procurement Analyst t works in close collaboration with the Operations and Programme Units in UNDP Country Office (CO) and project personnel to ensure consistent service delivery.

Competencies 

Core Competencies

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical Competencies

Procurement – Data analysis

• Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.

Business Management – Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

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

Procurement – Financial Analysis

• 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.

Business Management – Communication

• Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose сommunication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Development – Integration within the UN

• Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations

 Business Management – Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms.

Required Skills and Experience

Education:

• Master´s degree (or equivalent) in business administration, public administration, economics, finance, social sciences or related field is required.
  
• Bachelor’s degree in combination with 2 additional years of qualifying experience will be given due consideration in lieu of Master´s degree.

Experience:

• Up to 2 years (with Master’s degree) or minimum 2 years (with Bachelor’s degree) of relevant work experience at the national or international level in public sector procurement management.

Language:

• Fluency in English and Russian is required;
• Knowledge of Kyrgyz is an asset.

Required Skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Desired Skills:

• Experience in logistics and/ or customs is a strong asset
• Experience in health related procurement is an asset;
• Experience and knowledge of UNDP/UN procedures would be an asset;
• Experience in international organizations is an asset

• 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.