UNDP

Position: Procurement Analyst

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Posted date: 21 minutes ago

Application Deadline: Jul, 28/2021 (14 days left)

Background

 Under dual reporting arrangement with overall supervision of RSCA Operations Manager and secondary supervision of the Procurement Specialist, the Procurement Analyst ensures effective delivery of procurement services at the RSCA. He/she analyzes and interprets the financial rules and regulations and provides solutions to complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality, and results-oriented approach in the Unit.

The Procurement Analyst works in close collaboration with Operations, Programme, and project teams at the RSCA, and the three hubs in Nairobi, Dakar, and Pretoria to successfully deliver procurement services.

 Duties and Responsibilities

 Summary of key functions:

•  Inputs to elaboration and implementation of operational strategies;
• Management of procurement processes;
• Implementation of sourcing strategy and e-procurement tools;
• Facilitation of knowledge building and knowledge sharing.

Duties and Responsibilities:

1. Provides analytical inputs to 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, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
• RSCA Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit in coordination with supervisor;
• Analysis and proposals on cost-saving and reduction strategies in the RSCA;
• Analysis and proposals on the elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the RSCA.

2. Supports management of procurement processes for RSCA, DEX projects, and the hubs focusing on achievement of the following results:

•  Analysis of information for preparation of procurement plans for the office and projects and monitoring of their implementation;
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
• Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems;
• Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
• Implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services expansion in the UN House, the introduction of joint procurement for the UN Agencies in line with the UN reform.

3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

•  Development and management of the regional rosters of suppliers, elaboration of supplier selection and evaluation criteria, quality, and performance measurement mechanisms;
• Regularly Process PO for services or Goods which requires PO, Dispatch the PO on Time, facilitate payments to service provided and goods delivered, Closing of PO after completion of the required activities;
• Implementation of e-procurement module.

4. Ensure enhancement of client orientation:

•  Provide the required support, guidance, and advice to requesting unit in the area of procurement;
• Actively provide updates on their procurement actual status and work collaboratively for enhancement of procurement activities;
• Timely update the status of each procurement through a prompt update. Weekly based follow-up to update prompt;
• Have professional communication with different stakeholders to promote the UNDP mandate and the profession of procurement.

5. Ensures facilitation of knowledge building and knowledge sharing in the RSCA and the hubs focusing on achievement of the following results:

•  Participation in the organization of training for the operations/ projects staff on Procurement;
• Synthesis of lessons learned and best practices in Procurement;
• Contributions to knowledge networks and communities of practice.

 Competencies

 Core Competencies:

•  Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment; 
• Self-development, initiative-taking; 
• Acting as a team player and facilitating teamwork;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision-making.

Functional Competencies:

Building Strategic Partnerships: 

Level 1.2: Maintaining a network of contacts. • Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders.

Promoting Organizational Learning and Knowledge Sharing:

Level 1.2: 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.

Job Knowledge/Technical Expertise:

• Level 1.2: Fundamental knowledge of own discipline. • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
• Analyzes the requirements and synthesizes proposals;
• Strives to keep job knowledge up to date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments. 

Promoting Organizational Change and Development:

Level 1.2: Basic research and analysis.

•  Researches and documents best practices in organizational change and development within and outside the UN system. 

Design and Implementation of Management Systems:

Level 1.2: Research and analysis and making recommendations on management systems. 

• Maintains information/databases on system design features;
• Develops simple system components. 

Client Orientation:

Level 1.2: Establishing effective client relationships.

•  Researches potential solutions to internal and external client needs and reports back in a timely, succinct, and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds, and sustains effective relationships within the work unit and with internal and external clients;
• Actively supports the interests of the client by making choices and setting priorities to meet their needs. 

Promoting Accountability and Results-Based Management:

Level 1.2: Basic monitoring. 

• Gathers analyzes and disseminates information on best practices in accountability and results-based management systems;
• Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance the performance of business units.

 Required Skills and Experience

 Education:

• Master’s Degree or equivalent/Bachelor's Degree in Business Administration, Supply Chain Management, Public Administration, Finance, Economics, or related field.

Experience:

• Minimum 2 years of relevant experience at the national or international level in procurement management. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based ERP management systems

Language Requirements:

•  Fluency in English and the national language of the duty station.

 Disclaimer

 Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job descriptions, experience, and educational requirements.

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