Procurement Analyst (Short-term), Suva, Fiji

Job Identification : 13317

Locations : Suva, Fiji

Posting Date : 08/27/2023, 10:41 PM

Apply Before : 09/11/2023, 06:41 AM

Job Schedule : Full time

Agency : UNDP

Grade : IPSA-8

Vacancy Type : International Personnel Service Agreement

Practice Area : Crisis management / Country Management Support

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 6 months

Education & Work Experience : Bachelor’s Degree

Other Criteria : Master’s degree

Required Languages : English

Vacancy Timeline

2 Weeks

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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’s 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 Fifi Multi Country Office (MCO) of the UNDP Pacific Office, 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 MCO 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 guidance of the Procurement Analyst and direct supervision of the Contract Management Analyst, the Procurement Analyst ensures effective delivery of procurement services in the Fiji MCO. 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 works in close collaboration with the Management Support, Operations, Programme and project teams in the MCO, UNDP HQs staff to successfully deliver procurement services.

Duties and Responsibilities

•  Inputs to elaboration and implementation of operational strategies
•  Management of procurement processes
•  Implementation of sourcing strategy and e-procurement tools
•  Facilitation of knowledge building and knowledge sharing
•  Monthly Procurement Reporting

1. Provides analytical inputs to elaboration and implementation of operational strategies focusing on achievement of the following results:

•  Full compliance of procurement 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.
•  MCO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit in coordination with supervisor.
•  Analysis and proposals on cost saving and reduction strategies in the MCO.
•  Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the MCO.

2. Supports management of procurement processes for MCO, NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results:

•  Analysis of information for preparation of procurement plans for the MCO 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. Follow up on timely corrective actions on POs with budget check errors and other problems.
•  Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
•  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. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

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

4. Ensures facilitation of knowledge building and knowledge sharing in the MCO focusing on achievement of the following results:

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

5. Monthly Procurement Reporting

•  Update the procurement plan and tracker regularly
•  Submit the monthly procurement reports for management review

Competencies

Core

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

Thematic Area

Name

Definition

•  Business Direction & Strategy
•  Strategic Thinking
•  Ability to develop effective strategies and prioritize plans in line with UNDP’s objectives, based on the systematic analysis of challenges, potential risks and opportunities; linking the vision to the reality on the ground, and creating tangible solutions.
•  Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.

Business Management

Customer Satisfaction/ Client Management

•  Ability to respond timely and appropriate 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.

Operations: Procurement

Contract management

•  Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and or practical situations.

Operations: Procurement

Data Analysis

•  Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.

Operations: Procurement

Procurement Management

•  Ability to acquire goods, services or works from an outside external sources.

Operations: Procurement

Sourcing

•  Ability to find, evaluate and engage suppliers of goods and services.

Operations: Procurement

Category Management

•  Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.

Required Skills and Experience

Education:

•  An advance University degree (Master’s Degree) or equivalent in Business Administration, Public Administration, Finance, Economics or related field OR A recognized University degree (Bachelor’s Degree) or equivalent in Business Administration, Public Administration, Finance, Economics or related field with additional two (2) years of work experience in lieu of a Master’s degree

Experience:

•  At least two (2) years of relevant of relevant experience at the national or international level in procurement management with a Bachelor’s degree.

Desired skills in addition to the competencies

•  Experience and knowledge of IPSAS and/or IFRS is desirable.
•  Knowledge of local language
•  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 is required.
•  Fluency in a national language would be desirable.
•  Procurement Certification Programme CIPS or any equivalent certification is a distinct advantage.

Disclaimer

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Apply Online on https://unjobs.org/vacancies/1693262388403