Procurement Analyst

UNDP Papua New Guinea seeks to consolidate the foundations for a next generation office that is fully capacitated to leverage strong development fundamentals built in the current CPD cycle and continue its trend of scaling up its presence and services. Leveraging its technical, coordination and administrative strengths, UNDP will continue to provide integrated policy advice, evidence-based solutions, quality assurance and management services supporting the national and sub-national implementation of a growing portfolio of activities.

Under the guidance and direct supervision of the Operations Manager, the Procurement Analyst is responsible for management of the CO Procurement Unit, effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

Purpose

The Procurement Analyst supervises and leads the staff of the Procurement Unit. The Procurement Analyst works in close collaboration with the operations, programme and project teams in the CO, UNDP Regional and HQs staff to successfully deliver procurement services.

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation 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 and Logistics, control of the workflows in the Procurement Unit.
• Elaboration and implementation of cost saving and reduction strategies.
• Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management.

• Timely and duly preparation of procurement plans for the office and support 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.
• Secretary to the Contract, Asset and Procurement Committee (CAP).
• Management of procurement contracts and purchase orders.
• Elaboration 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.
• Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Preparation of cost-recovery bills in Agency Services Portal for procurement services provided by UNDP to other Agencies.
• Implementation of harmonized procurement services and elaboration of proposals on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.

• Elaboration and implementation of inventory management.
• Implementation of Inventory and physical verification control in the CO and projects
   

Ensures facilitation of knowledge building and knowledge sharing in the CO and guidance to all stakeholders on financial matters focusing on achievement of the following results:

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

Thinking 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 (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site. 

• Cross-Functional & Technical competencies

Procurement & Supplier/ Relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Procurement & Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations

Procurement & Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Business Management & Risk Management: Ability to identify and prioritize risks and organize action around mitigating them

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 clients’ upcoming needs and concerns.