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Job Purpose and Organizational Context
Under the direct supervision of the Operations Manager, and the overall guidance of Deputy Resident Representative, the Procurement Analyst provides leadership in execution of procurement, administrative and logistic services in CO ensuring their effectiveness, transparency and integrity. 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 directly supervises and leads the members of the Procurement and Operational Support Unit and provides support to the Operations Manager in management of the Operations Unit as well as acts as alternate to the Operations Manager for management of institutional budgets/projects.
The Procurement Analyst works in close collaboration with other Units in the Country Office, development projects’ teams and other UN Agencies, as well as with UNDP HQs staff for resolving complex procurement-related issues, promoting innovative ideas/approaches and delivering information.
Duties and Responsibilities
1. Administration and implementation of operational strategies and management of the Procurement and Operational Support Unit:
Full compliance of procurement, administrative and logistic 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.
Overall management of the Procurement and Operational Support Unit, including regular work planning for the Unit, allocation of tasks and responsibilities among Unit members, overall monitoring and reporting on Unit's activity.
Daily supervision and performance management of the Unit members, elaboration and introduction of measurement indicators for staff performance and for the Unit’s results.
CO business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in procurement, administration and logistics, control of the workflows in the Procurement and Operational Support Unit in coordination with supervisor.
Analysis and proposals on cost saving and reduction strategies in the CO.
Analysis and proposals on the elaboration of contract strategy, sourcing strategy, quality management, supplier selection, and improvement of procurement processes in the CO.
Provide advice to CO Management, Projects and other UN Agencies on procurement and administrative-related matters.
Act as alternate to the Head of Operations for management of the institutional budgets/projects and provides daily support to the Head of Operations in managing the Operations Unit
2. Management of procurement processes:
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.
Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
Ensures Lease Agreement of the premises/property is valid at all times.
Organization of the procurement processes for institutional budgets/projects and, where required, for other development projects.
Development of Long-Term Agreements (LTAs) in line with assessment of needs, technical inputs and operational strategy of UNDP and other UN Agencies.
Coordination of shipment and delivery of supplies and customs clearance.
Implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.
3. Management of administrative and logistic support services:
Coordination and supervision of UNDP country office drivers.
Coordination of the office pool of vehicles, including through development and use of electronic fleet management system.
Verification and certification of the average fuel consumption in the vehicle history record and coordination of vehicle maintenance.
Coordination of UNDP vehicles' registration process.
Coordination of required logistical arrangements for various events for the Country Office and missions.
Organizing processes for maintenance of CO building and UNDP premises, including renovation works and coordination of activities with the UN House Administrative team;
Analysis, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
Coordination of the Country Office and UNDP projects’ inventory and assets control reporting and certification.
4. Implementation of sourcing strategy and e tools facilitation of knowledge building and knowledge sharing:
Maintenance of communication platforms with vendors on UNDP procurement in order to ensure better responsiveness to UNDP tenders and stronger partnership with private sector.
Development and management of the rosters of suppliers, elaboration/update of supplier selection and evaluation criteria, quality and performance measurement mechanisms.
Ensure mainstreaming of UN values into procurement processes (human rights, gender equality, diversity, greening, etc.) in collaboration with Programme Unit and other UN Agencies.
Development of strategies which will ensure that UN values are linked to the business community.
Development and management of in-house e-procurement tools and implementation of corporate e-procurement module.
Provision of advice to management and inputs related to procurement and administrative matters at the project formulation and budget writing stage.
Promotion of innovative approaches to procurement and administration.
Participation in the organization of training for the operations/ projects staff on Procurement.
Regular update of the Procurement section of the CO intranet.
Synthesis of lessons learned and best practices in Procurement.
Contributions to knowledge networks and communities of practice.
Core behavioral competencies
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 competencies
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies
Procurement: Procurement Management
The ability to acquire goods, services or works from an outside external source.
Ability to find, evaluate and engage suppliers of goods and services
Procurement: Contract management
Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement: Supplier/relationship management
Knowledge of supplier 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: Data management
Knowledge of processing, storing, and validating procurement data
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. Provides 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.
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Public Procurement Certification would be an advantage.
At least 2 (two) years of relevant experience (in lieu of Master’s degree) with University Degree at the national or international level in procurement management.
Practical experience and demonstrated knowledge of public procurement principles.
Experience with international organizations and/or other public institutions is an asset.
Experience in managing a team is an asset.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems.
Fluency in English, Romanian and Russian.
Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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Vacancy End Date: 7 August 2022
To apply please address the link: https://bit.ly/3AYMg1u