Procurement Analyst (Nationals only)

Background

Job Purpose and Organizational Context

The UNDP Regional Hub for Latin America and the Caribbean is based in Panama and serves 25 country offices (covering 42 countries and territories) in the Latin America and the Caribbean region, offering regional policy and advisory support to country programme needs, and a trustworthy source of knowledge, experiences, and resources provided by a group of experts and professionals. The Regional Hub works through its country offices with governments and people to create customized solutions to development challenges and thus contribute to strengthen national and local capacities and achieving sustainable development.

In this context, the UNDP Regional Hub is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the region. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.

In this context, the UNDP Regional Hub is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the region. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.  Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Duties and Responsibilities

The Procurement Analyst will work under the strategic guidance and direct supervision of the Business Solutions and Operations Manager (BSOP) The Procurement Analyst supervises the Procurement Unit and is responsible for effective delivery of procurement services to obtain best value for money.  S/he analyzes and interprets financial results and regulations and provides solutions to a wide spectrum of complex issues related to procurement.  The Procurement Analyst promotes a collaborative and client-focused, quality and results-oriented approach in the Unit. 

The Procurement Analyst works in close collaboration with BSOP Manager, Operations Programme and project teams in the Regional Hub/RBLAC, other CO`s serviced by Regional Hub, Agencies, and UNDP HQ as well as with vendors and Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Accountabilities:

1.) Elaborate and manage implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client –oriented procurement management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), Regional Hub Procurement business processes mapping, and manage workflows in Procurement Unit.
• Discuss procurement strategies and plans in the Regional Hub with projects and other stakeholders and donors to ensure mutual alignment. 
• Conceptualizes, elaborates and implements strategic procurement in the Regional Hub including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.

2.) Manage and guide procurement processes for the Regional Hub, CO`s, NIM/DIM projects, and the request of other UN Agencies, focusing on achievement of the following results:

• Ensure timely and duly preparation of procurement plans for the office and projects and monitor their implementation.
• Manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt of quotations, bids or proposals, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. 
• Review and certify submission of documents to internal procurement review committees (CAP, RACP and ACP). 
• Ensure management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval.  Implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems. 
• Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.
• Preparation of the cost-recovery bills for procurement services provided by UNDP to other agencies. 

3.)  Introduce and implement strategic sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and the Regional Hub goals.

• Develop and manage rosters of suppliers. 
• Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
• Develop Long-Term Agreements/Frameworks Agreements for more efficient category management. 
• Manage and implement e-procurement system in the Regional Hub.

4.) Facilitates procurement knowledge building and knowledge sharing in CO`s, Regional Hub, Region, UNDP and UN. 

• Organize procurement training for the operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.
• Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.

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

Supervisory/Managerial Responsibilities: May supervise support staff in Procurement Unit.

Competencies

• Achieve Results - LEVEL 2:  Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think 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 

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

Cross-Functional & Technical competencies 

Required Skills and Experience

Education:

• Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or 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 of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
• CIPS 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
• Experience in handling high-volume and complex procurements is highly desirable. 
• Working experience in procurement positions with UN, UNDP or international organizations would be an asset 
• Experience Leading Teams is desirable.
• Experience in preparation of procurement plans and its implementation is desirable.
• Demonstrated experience in the development of procurement related training, guidance materials, and tools is an asset.

Language requirements:

• Fluency in English and Spanish is required.
• Knowledge of French is desirable.  

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. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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

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