Procurement Analyst (Short-term,Remote Based, Part Time 50%)

Background

UNDP multi-country office of Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society.

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country.

Under the guidance and direct supervision of the Malaysia Country Office Operations Specialist within the Country Office Operations Unit and will also have a matrix reporting line to the Programme Specialist in the Nature, Climate and Energy (NCE) Unit. The Procurement Analyst ensures the execution of its function are transparent and improve efficiency of procurement services and processes in CO, in particular for the Nature, Climate and Energy (NCE) portfolio. 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 will also support procurement processes within UNDP’s policies to ensure timely delivery of procurement according to work plans. He/she 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, NCE programme and project teams in the Country Office, RBAP and UNDP Headquarters staff for resolving complex procurement-related issues and information exchange. 
 

Duties and Responsibilities

Summary of Key Functions:
•    Supports the implementation of operational strategies
•    Provides procurement support for the Country Office, programmes, and projects 
•    Support sourcing strategies, management of procurement process and e-procurement implementation
•    Facilitates knowledge sharing and capacity-building efforts
 

1. Support the implementation of operational strategies : 
•    Ensure procurement activities align with UN/UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client –oriented procurement management system. 
•    Provide on demand on-site and remote procurement services to COs as required;
•    Assist in contract management, including tendering processes, contractor performance monitoring, and risk assessment.
•    Contribute to the execution of strategic procurement activities such as supplier selection, quality management, and e-procurement initiatives.
•    Support any additional procurement-related tasks as required by CO Management in accordance with the set timelines.
•    Support the NCE team in discussing procurement needs and strategies with implementing partners, donors, and stakeholders to ensure alignment with project goals and resource timelines.
•    Provide support to COs in translating corporate procurement policies and procedures into standard operating procedures for CO-level procurement processes; providing inputs to policy changes at corporate level based on CO experience and evolving needs, as needed.  
 

2. Provide procurement support for the Country Office programmes, and projects, particularly for the NCE portfolio:

•    Support management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval.  
•    Advise and assist in the preparation of procurement documents (TORs, RFQs, ITBs, RFPs and accompanying documents) and facilitating evaluation processes.
•    Support contract administration, including purchase order processing and vendor coordination.
•    Assist in the preparation of submissions for the Procurement Review Committee.
•    Ensure the implementation of internal procurement controls and timely resolution of procurement-related issues.
•    Support cost-recovery processes for procurement services provided to UNDP programmes and other agencies, when required. 
•    Support the timely preparation and monitoring of procurement plans for the office and projects.
•    Provide technical advice for the successful implementation of medium to complex procurement projects;
•    Provide advice and support to COs for preparation of procurement plans for COs, and monitoring implementation progress across the region; identifying and analyzing bottlenecks and deficiencies in procurement and proposing solutions;
•    Support efforts in quality assurance reviews of procurement plans, advise on improvements, strategies and delivery acceleration measures; 

 

3. Support sourcing strategies, management of procurement process and e-procurement implementation:

•    Conduct market research to support procurement planning for the NCE portfolio.
•    Assist in the implementation and adoption of e-procurement and e-tendering tools.
•    Provide advice and support in contract strategy formulation and strategic procurement planning to reduce transactions and optimise resources.
•    Contribute to the development and maintenance of supplier rosters and support the creation of supplier selection and evaluation criteria.
•    Assist in developing Long-Term Agreements/Framework Agreements for effective category management.
 

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

•    Provide guidance and support to programme and project colleagues on latest procurement policies and procedures.
•    Providing training to UNDP staff on specific procurement issues, the implementation of business improvement tools such as e-tendering, automated travel processes, etc.
•    Synthesize lessons learned and good practices in procurement from COs and contribute to sharing them through UNDP knowledge networks and communities of practice.
 

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

5.    Institutional Arrangement

The Procurement Analyst will report directly to the Operations Specialist in the Country Office Operations Unit, with a matrix reporting line to the Programme Specialist in the Nature, Climate and Energy (NCE) Unit.

The incumbent will work closely with the Country Office Procurement Unit, comprising the Procurement & Administration Lead, Procurement Associate, and Administrative Assistant, as well as other members of the Operations Unit.

The Procurement Analyst is expected to collaborate consistently and effectively with both the NCE programme/project teams and operations colleagues to ensure timely and efficient delivery of procurement services. The role also involves liaising with senior management for the review and approval of procurement actions, including contracts and purchase orders.
 

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 & Technical competencies 

Ethics - UN Policy knowledge-ethics 

• Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Business Direction & Strategy- Systems Thinking    

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Procurement : Contract Management:

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

Procurement : Procurement Management

• The ability to acquire goods, services or works from an outside external source 

Procurement : Strategic Sourcing 

• Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Procurement : Data Management

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Required Skills and Experience

Education:

•    Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Finance, Supply Chain Management/Logistics/ Procurement/ International Business, International trade or equivalent/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
 

Experience:

•    Minimum 2 years (with master’s degree), or 4 years (with bachelor’s degree) of progressively responsible administration / operation / procurement experience is required at the national or international level, in public sector procurement management. 

Required skills : 

•   Experience managing procurement related processes including budgets, bidding and evaluation documents, as well as all other relevant analytical and documentary reporting tools required by organization such as UN/UNDP or any international organization. 

•    Previous work experience in public procurement (either UN, development organizations, Government entities) will be required.  

Desired skills : 

•    Experience in overseeing timely implementation of procurement related tasks and to provide the necessary troubleshooting to keep delivery of services on schedule.
•    Experience to accurately and thoroughly assess risks related to procurement and contracting.  
•    Experience procuring complex requirements, with any of the following categories – consultancies, IT or communication technology, complex services or engagement will be an advantage.
•    Experience relating to procurement for environment related projects will be an asset. 
 

Required Languages :

•    Fluency in English is required. 

Professional Certificates : 

•    CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

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. 

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.