Procurement Analyst – UNDP jobs in the Philippines
- Location: Manila, Philippines
- Vacancy No: N/A
- Salary: N/A
- Organization: UNDP
- Gender: Both
- Deadline: 2024-03-27
Job Description
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.
The Procurement Analyst directly reports to the Procurement team leader, under the overall guidance of the Operations Manager. The Procurement Analyst will work in close collaboration with relevant project/programme and operations teams for the delivery of their functions and liaise with the senior management for approval of procurement related activities.
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 administration and implementation of operational strategies, primarily for GEPP, focusing on achievement of the following results:
- 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
Organizes procurement processes for CO, primarily for GEPP, focusing on achievement of the following results:
- Preparation of procurement plans for the office and projects and their implementation monitoring.
- 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 and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum. Buyers profile in Quantum.
- Review of procurement processes conducted by projects; 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. 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 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, quality, and performance measurement mechanisms
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization and conduct of training for the operations, CAP Committee members
- Organization of training for the operations/ projects staff or external stakeholders on Procurement, and other business processes related to, or impacting, procurement processes
- Synthesis of lessons learned and best practices in Procurement
- Sound contributions to knowledge networks and communities of practice
- Participates in the resource mobilization activities of Programme Teams to elaborate on the procurement support services and other related project implementation practices of UNDP
- Provide procurement advisory services to Programme Teams to support and facilitate project implementation activities and strategies
- Top quality advisory services and facilitation of knowledge building and management instituted at field level
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Core 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 competencies:
- UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies:
Procurement
- Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
- Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
Business Direction & Strategy
- System 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
Business Management
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
- Advanced university degree (Master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, Supply chain 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.
- Minimum 2 years (with master’s degree) or 4 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.
- Excellent skill in analysis, negotiations and leadership and overall problem- solving skills
- Proven experience on preparation of written reports prepared in an accurate and concise manner
- Proven qualities of and experience in team leadership and motivation, team building, oral/written communication
- Strong inter-personal skills and a demonstrated capacity to deal with colleagues and counterparts from different backgrounds, and proven ability to function in a multi-cultural environment
- Advance knowledge of automated procurement systems, experience in handling Quantum or ERP system is desirable
- Computer literacy, including familiarity with spreadsheets, and power point presentations
- Experience of working in UN or any other public procurement system would be preferable
Required Languages:
- English and Filipino
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