Procurement/Engineering Analyst

Background

The Office of Procurement is a part of the Bureau Management Services (BMS), in UNDP providing vital management support in areas such as administrative services, budget and finance, human resources, information and communications technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions. Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery. Despite its critical role, procurement as an operational service can be traced back to as recently as 1999, when UNDP transitioned from a developmental funding model to one that included direct execution projects in its portfolio. In the years following this shift in models, UNDP procurement experienced unprecedented growth in terms of its volume and complexity.

Office of Procurement’s mandate includes development and updating of procurement policy, providing procurement advisory and operational support to country offices and HQ units professionalization of the procurement function. Procurement supports programme delivery in line with UNDP’s Strategic Plan and best practices in public sustainable procurement.  Procurement acts in accordance with rules and regulations, the accountability framework, and ensures appropriate risk management for UNDP. Office of Procurement is a global team based in UNDP/HQ New York, Copenhagen/Denmark and in Cyberjaya/Malaysia, with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

The Office of Procurement, through its Crisis, Climate and Infrastructure Unit (CCIT), provides direct procurement services to the UNDP Country Offices globally for the supply of specialized vehicles, ambulances, drones, solar solutions, engineering and construction and more.

Scope of Work

Under the guidance and direct supervision of the Procurement Specialist Team Lead, the Procurement/Engineering Analyst is responsible for effective delivery of procurement services in order to obtain the best value for money.  S/he analyzes and interprets the financial rules and regulations, as well as technical requirements and needs from beneficiaries, and provides solutions to a wide spectrum of complex/urgent/sensitive procurement processes.

The Procurement/Engineering Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.  The Procurement/Engineering  Analyst works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

1. Ensures the development and implementation of operational strategies related to constructions. focusing on achievement of the following results:

• Maintains and updates as requested legal procurement documents and tools;
• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of a client/oriented procurement management system;
• Actively involved in business process mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows within the OP and with external stakeholders;
• Implementation of strategic procurement in the unit including sourcing strategy, supplier selection and evaluation, quality management, customer and supplier relationship management, e-procurement introduction and promotion, performance measurement.

2. Ensures construction-related service delivery to UNDP units and procurement services to national partners with the following key responsibilities

• Liaises with UNDP Requisitioning Units to enable efficient and cost-effective procurement and logistics support;
• Analysis of requirements and supports/informs decision making in relation to technical and procurement aspects with the objective of optimizing processes/approaches and results;
• Conducts procurement processes in response to specific needs, manages the entire process and communications with both clients, suppliers/vendors, etc. Assists with the development, publication and management of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers and submission of cases for UNDP contract committee review;
• Timely and duly monitoring of procurement plans on behalf of clients for needs assessment for products  and services for implementation of strategic procurement/long term agreements in order to ensure cost effective procurement services are offered to OP/CCIT clients;
• 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;
• Proactive Management of procurement contracts and ERP related processes. Preparation and submission of procurement cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Performance management of procurement contracts;
• Implementation of internal control systems which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Implementation of the strategic procurement processes in the Unit including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

3. Ensures the implementation of a sourcing strategy for construction focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Development of regional and global LTAs in line with assessment of needs, technical inputs and operational strategy of the Unit.

4. Ensures facilitation of knowledge building and knowledge sharing within the team, focusing on achievement of the following results: 

• Supports management of data requests internal and external to the organization;
• Ensure systematic knowledge sharing on procurement with clients by assisting in the organization of training workshops and in the development of knowledge tools;
• Sound contributions to knowledge networks and communities of practice.

5. Sustainable Procurement

• Support the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc.) and develop and apply a methodology to capture impact and effect of these initiatives.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. The key results have an impact on the efficiency of the unit.

Institutional Arrangement

This post is specifically dedicated to support the country offices in the Regional Bureau of Africa. The Procurement/Engineering Analyst, therefore, will work closely with the RBA Regional Procurement Advisor. The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity and accountability of the office and facilitates subsequent action by the supervisor. Timely compilation and presentation of data and information allows proactive decision making leading to implementation of most suitable sourcing and procurement strategies and tools.

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 

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 input 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.
• 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.

Ethics: 

• UN policy knowledge ethics
  • Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

Procurement: 

• Procurement Management
  • The ability to acquire goods, services or works from an outside external source.
• Sourcing
  • Ability to find, evaluate and engage suppliers of goods and services.
• Supplier/relationship Management
  • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Contract Management
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Economics, International Development, Business Administration, Civil Engineering or other 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;
• 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:

• Minimum 2 years (with master’s degree) or 4 years (with bachelor’s degree) of international professional experience in procurement management is required.

Required skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint) is required;
• Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.

Desirable criteria:

• Relevant procurement experience/knowledge related to procurement and supply of solar farms, meteo/hydro or heavy construction equipment will be an added advantage;
• Work experience with developing or crisis countries is highly desirable;
• Relevant procurement experience related to the construction projects will be an added advantage;
• Knowledge and experience in UNDP’s ERP (Quantum) will be a definite advantage.

Required Language(s):

• Fluency in French both written and oral is required;
• Working knowledge of English is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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 description, experience and educational requirements.

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