Duties and Responsibilities

Procurement Analyst will be responsible for the performance of the following duties and responsibilities:

Support to the implementation of the SFH programme portfolio, with primary focus on procurement processes: 

• Ensures the implementation of Quantum Procurement Module;
• Contributes to the preparation of procurement plans and their implementation;
• Supports the organization of procurement processes including preparation and conduct of RFQ/RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Prepares Purchase orders and contracts, supports registration of suppliers in Quantum Supplier Portal;
• Supports the implementation of the internal control system which ensures that Purchase orders are duly prepared; undertakes timely corrective actions on POs with budget check errors and other problems;
• Maintains data on all contracts and takes timely actions for the renewals;
• Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal controls; proper functioning of a client-oriented procurement management system.

General operational and administrative support to the SFH projects:

• Provides support to drafting and editing of TORs and any other documentation pertaining to SFH operations;
• Generates, shares and interprets various procurement reports from Quantum to ensure proper monitoring and timely corrective actions when necessary;
• Provides procurement and administrative support for country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by SFH;
• Backstops other Procurement Analysts during their absences and mission travel;
• Serves as the SFH deputy liaison person for all interactions on all procurement and operational support matters with UNDP HQ and CO colleagues.

Facilitate procurement knowledge building and knowledge sharing:

• Participate in organizing procurement trainings within SFH/BPPS for operations and project staff;
• Support vendors during the registration/submitting bids in Quantum-, when required;
• Synthesize lessons learned and best practices in procurement;
• Make contributions to knowledge networks and communities of practice;
• Participate in operations meetings to share information on cross-cutting areas and collaboration opportunities with other teams, when applicable.

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

Competencies

Cross Functional & Technical Competences

• Operations Management:
  • Ability to effectively plan, organize, and oversee the organizations’ business processes in order to convert its assets into the best results in the most efficient manner.
  • Knowledge of relevant concepts and mechanisms.
• Risk Management:   
  • Identify and organize action around reducing, mitigating and proactively managing risks.
• Events Management (including retreats, trainings and meetings):
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Procurement Management:    
  • The ability to acquire goods, services or works from an outside external source.
• Contract Management:    
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Supplier/Relationship Management:    
  • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

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.

Required Skills and Experience

Education:

• Master’s degree in Business Administration, Supply Chain Management, Law, Economics or other related area is required, or;
• Bachelor’s degree in the above-mentioned fields of study, 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 highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience:

• Applicants with Master’s degree in a relevant field of study are not required to have professional work experience.
• Applicants with a Bachelor’s degree are required to have a minimum of two (2) years of qualifying experience in implementing procurement processes at the national or international level.

Required Skills:

• Experience and knowledge and practical application of procurement principles, methods, sourcing strategies, etc. in large international public organizations is required;
• Experience in managing procurement contracts and supplier relations is required;
• Hands-on experience as a ‘buyer’ in managing procurement processes in ERP system is required;
• Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems is required.

Desired Skills:

• Practical experience in undertaking complex procurement processes (RFQ/RFP/ITB) is desirable;
• Practical experience in setting and managing LTAs and rosters is desirable;
• Experience in advising project personnel on various UNDP project procurement matters is a distinct advantage.

Required Languages:

• Fluency in written and spoken English is required.
• Working knowledge of another UN language is an asset.