Procurement Analyst

undp - Manila, Philippines | 2024-07-25 12:28:13

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.

UNDP is looking for individuals who have the analytical, planning and implementation capacities that can address links, choices and connections across many issues and sectors. We seek individuals who can apply global best practice to national contexts. We are looking for Procurement Analyst who is enthusiastic, motivated and committed to making a positive contribution to Development in the Philippines.

Under the guidance and direct supervision of the Procurement Team Leader, the Procurement Analyst ensures execution of transparent and efficient procurement services and processes in CO. He/she analyzes and interprets the procurement rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a client-focused, quality and results- oriented approach in the unit ensuring their effectiveness, transparency, and integrity.

The Procurement Analyst works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

The Procurement Analyst works directly with the Procurement Team Leader and other members of the procurement team. The Procurement Analyst directly reports to the Procurement Team Leader, under the overall guidance of the Operations Manager. The procurement team is required to consistently work with the project/programme and operations colleagues for delivery of their functions and liaise with the senior management for approval of contracts/purchase orders.

Ensures implementation of operational strategies of Country Office/Projects through:

  • 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
  • CO 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 including, but not limited to, accessing/creation of Long-Term Agreements (LTAs) as well as drawing on existing rosters
  • Conceptualization, elaboration, and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, evaluation, and negotiation of offers, tracking of cumulative contract amounts, 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

Contributes to the procurement processes of Country Office/Projects through:

  • Preparation of procurement plans for the office and projects and their implementation monitoring.
  • Support with reviewing Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring and provide procurement related inputs before initiation of process by the Procurement Unit 
  • Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
  • Preparation of Purchase orders and contracts in Quantum, facilitation of Quantum supplier profiles, generation of reports, and other task linked to a Buyer’s profile in Quantum.
  • Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Presentation of researched information on procurement in the CO.
  • Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
  • Organization of joint procurement processes for the UN Agencies in line with the UN reform. 

Ensures implementation of sourcing strategy through:

  •  Contribute to conducting market research for the procurement cases of the relevant Projects.
  •  Support in management of Quantum procurement module as may be applicable.

Ensures facilitation of knowledge building and knowledge sharing in the CO through:

  • Providing procurement related guidance to the Projects, in close cooperation with CO Procurement Unit.
  • Synthesis of lessons learnt and best practices in procurement implemented in the Projects procurement processes.
  • Performs other functions and duties as the supervisor may assign

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

Competencies

Core Competencies:
  • 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 and Technical Competencies:

Procurement: 

  • Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations, Supplier/relationship management: 
  • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Data management: Knowledge of processing, storing, and validating procurement data.

Business Direction & Strategy:

  • Entrepreneurial Thinking: Ability to create clarity around UNDP Value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP`s organizational priorities and mandate.
  • Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one`s authority, area of expertise and resources.

Business Development

  • Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
  • Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
Required Skills and Experience
 
Education:
  • Advanced university degree (Master`s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, Supply chain, Civil Engineering, Information Technology or related field is required. Or  
  • A first-level university degree (Bachelor’s Degree) in the areas mentioned above in combination with additional 2 years of qualifying experience will be given due consideration in lieu of the master’s degree. 
  • CIPS 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year
Experience:
  • Minimum upto 2 years (with master’s degree) or 2 years (with bachelor’s degree) of relevant procurement management experience is required at the national or international level.  Part of that experience must be in the field, involved with high-level interaction with various partners including experience working with government authorities and internal senior management 
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in automated procurement systems (such as Quantum or other ERP systems)
  • Experience in high-value and complex procurement such as civil works, heavy machinery/agricultural equipment, software development/digitalization projects, long-term agreements, an advantage
  • Experience procuring for BARMM (Bangsamoro Autonomous Region in Muslim Mindanao) and remote/last-mile areas an asset
  • Experience working in UN or any other public procurement system preferred

Language Requirement:

  • Fluency in English and Filipino is required. 
Disclaimer

 

 
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. 

 
Scam warning

 
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