Back Procurement & Admin Analyst

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’s policy work carried out at HQ, Regional and Country Office levels forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS staff provides technical advice to Country Offices; advocates for UNDP corporate messages; represents UNDP at multi-stakeholder fora, including public-private, government and civil society dialogues; and engages in UN inter-agency coordination in specific thematic areas.

BPPS works closely with UNDP's Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP's development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working.  BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

In support to the Swedish International Development Cooperation Agency (Sida) and the United Nations Development Programme (UNDP) are collaborating through this Programme to support development results aligned with UNDP’s Strategic Plan 2018-2021 and Integrated Results and Resources Framework and Sweden’s Strategy for global development cooperation in the areas of environmental sustainability, sustainable climate and oceans, and sustainable use of natural resources 2018–2022. The Programme is grounded in the context of the 2030 Agenda for Sustainable Development, Paris Agreement, Addis Ababa Action Agenda, and multilateral environmental conventions and agreements. It includes an overarching priority on poverty eradication and an understanding of the many direct links between multidimensional poverty and natural resource management.

And in support to Italy’s commitment made at the G7 Environment Ministers Meeting in Bologna in June 2017, the Italian Ministry of Environment and UNDP have signed a framework cooperation agreement. The Italian Ministry of Environment and UNDP will jointly work on areas of common interest in development cooperation through the UNDP Africa Centre for Sustainable Development (ACSD) under the leadership by BPPS as following:

• Center for information sharing on initiatives on climate change, energy, resource efficiency and Sustainable Development in Africa;
• UNDP-Italy Bilateral Cooperation Project.

Under the overall guidance of Operations Specialist, the Procurement and Administrative Analyst is responsible for management of the Programme Procurement and Administrative activities, effective delivery of procurement services in order to obtain the best value for money with large procurement volume. The Procurement Analyst manages the procurement and administrative including HR recruitment processes to provides solutions to a wide spectrum of complex issues related to procurement and administration. The Procurement and Administrative Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

S/he will report to the Operations Specialist.

• Elaboration and implementation of operational strategies
• Efficient management of procurement, administrative and HR processes
• Elaboration, introduction and implementation of sourcing strategy and e-procurement tools
• Facilitation of knowledge building and knowledge sharing

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
• Elaboration and implementation of cost saving and reduction strategies.
• Conceptualization, elaboration and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Conceptualization, elaboration and implementation of strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

• Timely and proper preparation of procurement plans for the projects, establishment of the deadlines and monitoring of their implementation.
• Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, including E-tendering, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation. 
• Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Initiates the processing of HR recruitments and coordinates with HR Units.

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms. 
• Management of the e-procurement system

• Organization of training for the operations/ projects staff on Procurement.
• Synthesis of lessons learned and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

• Ability to make new and useful ideas work

• Ability to persuade others to follow

• Ability to improve performance and satisfaction

• Ability to listen, adapt, persuade and transform

• Ability to get things done

Technical/Functional

• Knowledge of the UN System and ability to apply to strategic and/or practical situations  

• Ability to identify and execute opportunities to improve operational efficiency

• Ability to create and manage processes to achieve UNDP's long and short-term financial goals

• Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results

• Ability to efficiently handle and share information and knowledge

• Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled  

Education:

• Advanced University Degree in Business Administration, Public Administration, Finance, Economics or related field is required. A Bachelor University Degree with additional 2 years of relevant experience may be accepted in lieu of an advanced degree.

Experience:

• 2years 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 management systems.
• Experience in UN system Country Office settings or with a multilateral organization of similar size and complexity is desirable. Experience in crisis context is an asset.

Language Requirements:

• Fluency in English both oral and written, is required; working knowledge of other UN official language is an asset.

Procurement Certification:

• CIPS2 are required.  Passing of CIPS 3 and 4 are advantage.

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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 description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 Year with possibility for extension