Back Procurement Analyst (Open to external applicants)

Background

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 more than 170 countries, we help nations to build integrated, lasting solutions for people and planet.

UNDP Samoa Multi-Country Office (MCO) is supporting the Cook Islands, Niue, Samoa and Tokelau to promote inclusive, blue-green and pro-poor growth, effective governance, and sustainable and resilient development that leverages innovation and digital transformation and seeks to catalyze financing for the Sustainable Development Goals (SDGs). We help our partners in identifying relevant solutions to their most significant development challenges and offer policy and implementation services to address these challenges.

Guided by the UNDP Multi-Country Programme Document (MCPD) for the Pacific Island Countries and Territories 2023-27, the MCO’s policy, advisory, programmatic, and implementation services focuses on the following areas:

• Peace: inclusive governance, justice and peace
• Prosperity: inclusive, blue-green and sustainable growth
• Planet: sustainable management of natural resources, biodiversity conservation, strengthened climate and disaster resilience and management.

  UNDP’s programme is anchored in the principle of leaving no one behind, with specific focus on gender equality and women’s empowerment including the fight to end violence against women and girls, and empowerment and engagement of youth and Persons with Disabilities. The MCO serves Cook Islands, Niue, Samoa and Tokelau from its office located in Apia, Samoa where it hosts approximately 40 personnel.

  UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.  Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

  The Procurement Analyst will work under the strategic guidance and direct supervision of the Operations Manager. The Procurement Analyst supervises the MCO Procurement Unit and is responsible for effective delivery of procurement services to obtain best value for money. S/he analyzes and interprets financial results and regulations and provides solutions to complex procurement issues.  The Procurement Analyst promotes a collaborative and client-focused, quality and results-oriented approach in the Unit. 

  The Procurement Analyst works in close collaboration with Operations, Programme and project teams in the Multi-Country Office, Region, and UNDP HQ as well as with vendors and Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.

  UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

  Duties and Responsibilities

  1.) Provide analytical inputs to the elaboration and implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

  • Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls, and analyzes parameters in support of modifications to UNDP’s client–oriented procurement management system. 
  • Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map MCO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor. 
  • Participate in and provide input to discussions on procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment. 
  • Conduct analysis and prepare proposals on the MCO contract strategy, sourcing strategy, supplier selection, quality management, cost reduction strategies, and improvement in procurement processes in MCO.  

    2.) Support management of procurement processes for MCO, projects, and other UN Agencies.

    • Analyze information as part of preparation of procurement plans for the office and projects; and monitor their implementation.
    • Implement proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, and negotiation of certain conditions of contract implementation (including payment terms) in full compliance with UNDP rules and regulations. 
    • Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP, ACP).  
    • Elaborate proposals on procurement process monitoring systems and mechanisms to eliminate deficiencies in procurement and implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems.
    • Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.

      3.) Implement a strategic sourcing strategy and e-procurement tools to find best values in the marketplace and align purchasing strategy to project and MCO goals.

      • Develop and manage rosters of suppliers. 
      • Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
      • Develop Long-Term Agreements/Framework Agreements for more efficient category management. 
      • Manage and implement e-procurement system in MCO.

        4.) Facilitate procurement knowledge building and knowledge sharing in MCO, Region, UNDP and UN.

        • Participate in organizing procurement training for the operations and project staff.
        • Organize procurement training for vendors on e-procurement modules. 
        • Synthesize lessons learned and best practices in procurement.
        • Make contributions to knowledge networks and communities of practice.
        • Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.

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

          Supervisory/Managerial Responsibilities: Procurement Analyst supervises Procurement Associate (G6)

          Competencies

          Core 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:

            📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

            ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

            UNDP People Management Competencies can be found in the dedicated site

            Cross-Functional & Technical competencies:

            Procurement    

            • Strategic Sourcing: Knowledge of strategic sourcing 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 
            • Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making 
            • Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders 

              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 fulfill 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
              • Risk Management: Identify and organize action around reducing, mitigating and proactively managing risks 
              • Operations Management: Ability to effectively plan, organize, and oversee the Organization business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanism.

                Required Skills and Experience

                Education:

                • Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required. Or 
                • A first-level university degree (bachelor’s degree) 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, Knowledge, and Skills:

                  • 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.
                  • Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP is required. 
                  • Experience in managing and implementing e-procurement systems is desired.
                  • Demonstrated experience in organizing procurement training or learning sessions for vendors and/or other personnel is desired.
                  • Experience managing complex or high-value procurement cases or Long-Term Agreements (LTAs) is desirable. 
                  • Previous UNDP experience is an asset. 

                    Language requirements:

                    • Fluency in English is required
                    • Fluency in Samoan 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.

                      Scam alert

                      UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.