Procurement and Administrative Analyst

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 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.

Office / Unit / Project Description

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs).

UNDP’s policy work carried out at HQ, Regional and Country Office levels forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy.

In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.

BPPS’s staff provides technical advice to Country Offices; advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas.

UNDP's 2022-2025 Strategic Plan is highlighting our continued commitment to eradicating poverty, accompanying countries in their pathways towards the SDGs and working towards the Paris Agreement.

As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP's Nature, Climate Change, Energy, and Waste (NCE&W) Hubs promote and scale up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

BPPS’ Hubs on Nature, Climate, Energy and Waste works with governments, civil society, and private sector partners to integrate natural capital, environment and climate concerns into national and sector planning and inclusive growth policies;

support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on environment, climate change, and energy.

This multi-billion-dollar portfolio encompasses :

• Biodiversity and Ecosystem Services including forests;
• Sustainable Land Management and Desertification including food and commodity systems;
• Water and Ocean Governance including SIDS;
• Climate Change Mitigation and Adaptation;
• Sustainable Energy;
• Extractive Industries;
• Chemicals and Waste Management;
• Environmental Governance and Green / Circular Economy and SCP approaches.

This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

In addition to UNDP’s bilateral partnerships in NCE, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF).

As part of UNDP’s partnership with these vertical funds (VFs), UNDP provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments, and knowledge management services.

Being a part of the Nature Hub Management Support Unit the Procurement and Administrative Analyst is responsible for management of the Hub’s procurement and administrative activities, effective delivery of procurement services to obtain the best value for money with large procurement volume.

The Procurement Analyst manages the procurement and administrative activities including HR recruitment processes to provide solutions to a wide spectrum of complex issues related to procurement and administration.

The Procurement and Administrative Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

Scope of Work

Procurement and Administrative Analyst will be responsible for the performance of the following duties and responsibilities :

• Elaboration and implementation of operational strategies
• Efficient management of procurement, administrative and HR processes
• Facilitation of knowledge building and knowledge sharing

Ensures elaboration and implementation of operational strategies focusing on achievement of the following results :

• Ensures 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.
• Actively engages in mapping procurement processes within the Nature Hub and contributes to refining internal Standard Operating Procedures (SOPs) in Procurement.
• Collaborates with projects and stakeholders to ensure effective alignment and support for procurement strategies and plans.
• Conceptualizes, elaborates and implements strategic procurement in the Nature Hub including sourcing strategy, supplier selection and evaluation, robust contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, and performance measurement.

Ensures efficient management of procurement, administrative and HR processes :

• Ensures the timely and proper preparation of procurement plans for the projects, including entering them into the system, establishing deadlines, and monitoring implementation progress.
• Identifies and analyzes bottlenecks and deficiencies in procurement process and proposes effective solutions to address them.
• Manages procurement processes in the system, encompassing all procurement methods including but not limited to RFP, RFQ, and ITB, ensuring full compliance with UNDP rules and regulations.
• Prepares and submits documents in the system for procurement review committees (CAP, RACP and ACP).
• Prepares and ensures management of Purchase Orders / contracts in Quantum, ensuring adherence to delegated responsibilities.
• Ensures that Purchase Orders and contracts are accurately generated and closed as necessary in Quantum, addresses any errors or issues promptly and efficiently to maintain proper functionality of the system.
• Assists in processing supplier profile requests for Nature Hub and maintains updated profiles as necessary in the system.
• Develops and manages the rosters of suppliers, elaborates on supplier selection and evaluation, quality and performance measurement mechanisms.
• Management of the procurement processes in Quantum of each tender
• Develops Long-Term Agreements / Frameworks Agreements for more efficient category management.
• Ensures full compliance of administrative and logistics activities with UN / UNDP rules, regulations, policies and strategies.
• Coordinates and creates travel requests in the system, ensuring accurate and complete data entries.
• Supports HR tasks and recruitment of personnel (PSAs, UNVs, interns, , extension and termination of contracts and on-boarding of new staff as might be required.
• Supports GPN roster vetting procedure.
• Backstops other team members and performs other duties related to this position as might be required.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results :

• Organizes training for the operations / projects staff on Procurement, including needs assessments, technical inputs and support to logistics.
• Facilitates the synthesis of lessons learned and best practices in Procurement.
• Contributes to 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.

Institutional Arrangement

• The incumbent will work home based;
• The incumbent will work under the direct supervision of the Global Programme Specialist, Management Support Unit, Nature Hub.
• The incumbent will be given access to relevant information necessary for the execution of the tasks under this assignment.
• Given the global consultations to be undertaken during this assignment, the incumbent is expected to be reasonably flexible with his / her availability for such consultations taking into consideration different time zones.

Competencies

Core

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

Business Management Operations Management Ability to effectively plan, organize, and oversee the organizations’ business processes in order to convert its assets into the best results in the most efficient manner.

Knowledge of relevant concepts and mechanisms. Business Direction and 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.

Procurement Strategic sourcing Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and / or practical situations 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 Supplier / relationship management Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and / or practical situations HR - Recruitment Recruitment design and management Knowledge of, ability to design and manage end to end recruitment processes

Minimum Qualifications of the Successful IPSA

Min. requirements

• Advanced university degree (master’s degree or equivalent) in Business Administration, Supply Chain Management, Procurement, Public Administration, Economics, or related field is required, or
• A first-level university degree (bachelor’s degree) in the said fields with two additional years of qualifying experience will be accepted in lieu of an advanced university degree.
• CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Min. years of relevant work experience

Minimum 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience in procurement management at the national or international level is required.

Required skills

• Experience in UNDP system Country Office / Regional Hub settings or with a multilateral organization of similar size and complexity is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, and advanced knowledge of web-based management systems such as ERP.

Desired skills in addition to the competencies covered in the Competencies section

• Experience with UN / UNDP / Development Organization's procurement actions is desirable.
• Knowledge / experience of UN / UNDP / Development Organization's Procurement Policies and Procedures is desirable.
• Knowledge / experience of Quantum Cloud and ServiceNow systems is an added advantage.
• Experience in supporting HR recruitment processes is an asset.

Required Language(s)

• Fluency in English is required.
• Working knowledge of another UN language is an asset.

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.

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