Background
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.
UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on results Management and compliance entrusted with the corporate alignment, programme finance management and quality assurance, and strategic communications team that provides knowledge management and communication support to all programme interventions.
Within the Pacific Office Multi-Country Office (MCO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Under the overall guidance of the Operations Manager and the direct supervision of the Procurement Analyst, the Contract Management Analyst ensures effective delivery of procurement and contract management services. S/he interprets the financial and procurement rules and contractual policies, for providing options for solution to complex issues related to procurement and contracts. The Contract Management Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the team.
The Contract Management Analyst works in close collaboration with the Operations, Programme and project teams in the Pacific Office, UNDP HQs staff, and project teams to successfully deliver procurement and contract management services.
Duties and Responsibilities
Provision of analytical inputs for the elaboration and implementation of operational strategies in procurement and contract management focusing on achievement of the following results:
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies. Effective implementation of UNDP internal control system, with analysis of parameters in support of proper design and functioning of a client-oriented procurement and contract management system. Updated business processes flow, with clear internal Standard Operating Procedures (SOPs) in procurement and contract management. Analysis and implementation of MCO's strategy in sourcing goods and services, supplier selection, use of roster, quality control management, and contract management.Provision of effective support in management/organization of procurement activities and contract management processes from end to end, focusing on the achievements of the following results:
Provision of technical advice on the selection of appropriate procurement modalities in various programme, project contexts, and other UN agencies. Provision of analysis on organization of procurement plan, processes, contract management for the office and projects and periodic monitoring of their implementation in full compliance with UNDP rules and regulations. Implementation of proper monitoring and control of procurement processes in particular contract management, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation. Preliminary quality review to be certified by the Head of Procurement Unit on submission of procurement cases to the Contract, Asset and Procurement Committee (CAP) by the MCO, and Regional Advisory Committee on Procurement (RACP). Support the implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services through UN joint procurement initiatives in line with the UN reform agenda. Establish and maintain contract management plans for MCO contracts. Maintain effective relationship with contractors and service providers. Assist in developing quality assurance and risk management plans to ensure effective contract management, including engaging external third-party verification and oversight providers as may be needed; formulation of the service level agreements and establishment of key performance indicators. Closely work with project managers on contract management aspects to ensure effective oversight over contracts’ implementation, vendor performance management, adherence to service level agreements and delivery schedules. Verify and analyze requests for variation orders and contract amendments.Ensures implementation of contract management strategy and the optimal use of e-procurement tools focusing on achievement of the following results:
Results of regular review of the ongoing procurement and contracting practices (undertaken by both MCO and project field offices), which capture lessons learnt and best practices, and identification of potential risks. Periodic analysis on management of contracts in and outside the corporate ERP system. Contributing to assuring that contracts and agreements are signed on the basis of model agreements available in the Programme and Operations Policy Procedures (POPP) and are honored by both UNDP and partners according to the obligations and timeframe as outlined in the contracts, in collaboration with the relevant programme and project managers. Contribute to enforcing adherence to contract provisions, warranties, after-sales and other contractual tools. Coordinate regular performance review meetings with vendors and ensure meeting minutes are kept on record. Ensure supplier performance evaluations are on the record; conduct performance quality surveys for Long-Term Agreements. Provision of support to the Head of Procurement unit in conducting negotiation process to avoid contractual disputes with particular emphasis on establishing preventive measures. Preparation of quarterly report on MCO’s roster management of consultant and suppliers and tracking of contracts and supplier evaluation. Periodic analysis on the implementation of e-procurement module. Maintain electronic and hardcopy files and records to ensure accountability.Ensures facilitation of knowledge building and knowledge sharing in the MCO and guidance to all stakeholders on contract management matters focusing on achievement of the following results:
Organization/conduct of training for the operations/programme/projects staff in procurement and contract management. Synthesis of lessons learned and best practices in procurement and contract management Sound contributions to knowledge networks and communities of practice.Performs duties with the functional profile as assigned and deemed necessary for the efficient functioning of the office.
Supervisory/Managerial Responsibilities: The Contract Management Analyst will be responsible for supervision, performance management and development of the Procurement Associate.
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.
Cross-Functional & Technical competencies
Business Direction & Strategy - Effective Decision Making
Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resourcesBusiness 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 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.Procurement - Management
The ability to acquire goods, services or works from an outside external source.Procurement - Contract management
Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.Procurement - Strategic sourcing
Knowledge of strategic sourcing 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 makingRequired Skills and Experience
Education:
Advanced university degree (master's degree or equivalent) in, Procurement, Supply Management, Business Administration, or related field is required, OR A first-level university degree (bachelor’s degree) in the areas mentioned above 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 (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national or international level in public sector procurement management. 1 year of international experience in procurement supply chain management is required. Experience in handling web-based management/ERP systems. Prior experience with UNDP/UN agencies or other national organizations will be an asset. Work experience in legal sector would be an advantage. Demonstrated experience of UN or UNDP procurement policies and procedures is an asset. Demonstrated experience in building capacity of national entities in the area of procurement and supply chain management is an asset.Language:
Fluency in English is a requirement Fluency in Itaukei and/or Fiji Hindi) 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.
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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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