Procurement Analyst (Nationals Only)

The ongoing crisis in Myanmar is a complex mix of political and economic crises that is exacerbating, and escalating 
humanitarian and human development needs and has already placed basic needs of the people at risk. After a decade of strong economic growth, this multi-crisis threatens Myanmar’s chances of achieving the Sustainable Development Goals (SDGs).

Humanitarian needs deepened across the country in 2023 due to the ongoing crisis resulting in widespread displacement, lives and economic losses. The economy continued to operate well below pre-pandemic levels with projections of limited and uneven growth, a significantly depreciated exchange rate, persistent high inflation, weakened household incomes, declining profits, declining ODA, and an anticipated widening of current account deficit. This context is driving a simultaneous humanitarian and development crisis that threatens hard-won socio-economic gains of the past decade.

While meeting critical and immediate humanitarian needs where they appear is vital, these actions must be underpinned by simultaneous efforts to address rapidly growing multi-dimensional vulnerabilities, enhance resilience to shocks, protect development gains and invest in local capacities of civil society as an important agent of change in sustainable development. Furthermore, urgent efforts are needed to protect basic services like education, health, work, housing and food, to address exclusion, intergenerational poverty. In response to the current context and challenges UNDP has launched a number of initiatives under its multi-project programme that aims to enhance resilience of vulnerable communities by working directly at the community level. 

Under the overall guidance of and direct supervision of the Operations Manager, the Procurement Analyst is responsible for management of procurement services for UNDP Country Office (CO) and projects, effective delivery of procurement services in order to obtain the best value for money.  He/she analyzes and interprets UNDP’s policies and procedures, the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement of goods, services and works. The Procurement Analyst promotes a collaborative, client, quality and results-oriented approach in the Unit.

The Procurement Analyst works in close collaboration with Operations team, programme and project team, UN agencies, Regional Procurement Advisor in UNDP Regional Bureau and UNDP HQs staffs ensuring successful delivery of the services.

Position Purpose:

The purpose of this position is to promote transparent implementation of Procurement strategies in COs and effective delivery of Procurement services. S/he analyses, interprets and applies Procurement policies, rules and regulations, helps establish internal procedures and provides solutions to a wide spectrum of complex Procurement issues. The Procurement Analyst promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.

The Procurement Analyst will work under the strategic guidance and direct supervision Operations Manager. The Program Analyst supervises or is a team member of the CO Procurement Unit responsible for effective delivery of procurement services to obtain best value for money in large offices.  S/he analyzes and interprets financial results and regulations, and provides solutions to a wide spectrum of complex issues related to procurement.  The procurement analyst promotes a collaborative and client-focused, quality and results-oriented approach in the Unit.  

The Procurement Analyst works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support. 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.

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

Manage and guide procurement processes for CO, projects, and other UN Agencies:

• Ensure timely and duly preparation of procurement plans for the office and projects, and monitor their implementation.
• Manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt of quotations, bids or proposals, and 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).  
• Ensure management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval.  Implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems.  
• Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.
• Establishment of the contracting and procurement processes monitoring system and mechanisms to eliminate deficiencies in the contracting services and procurement.

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:

• Develop and manage rosters of suppliers.
• Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
• Ensure proper market research is carried for high value procurement
• Develop Long-Term Agreements/Frameworks Agreements for more efficient category management.
• Manage and implement e-procurement system in CO.

Facilitates procurement knowledge building and knowledge sharing in CO, Region, UNDP and UN:

• Organize procurement training for the operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• 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: Supervise support staff in Procurement Unit.
 

Core:

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

Cross-Functional & Technical:

Procurement – Strategic Sourcing:

• Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement – Contract Management:

• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement – Data Analysis:

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

Procurement – Stakeholder Management:

• Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Promoting Organizational Learning and Knowledge Sharing – Basic research and analysis:

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
• Documents and analyses innovative strategies and new approaches

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, prioritise 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 optimising return on investment

Business Management – Risk Management:

• Ability to identify and organize action around mitigating and proactively managing risks