Procurement Analyst

Job Title: Procurement Analyst

Organization: UNDP

Job Identification: 11472

Location: Istanbul, Türkiye

Apply Before: 07/11/2023, 06:59 AM

Job Schedule: Full time

Grade: P2

Vacancy Type: Fixed Term

Practice Area: SDG Finance

Bureau: Bureau for Policy and Programme Support

Contract Duration: 1 Year with Possibility for extension

Education & Work Experience: Master's Degree - 2 year(s) experience

Required Languages: English

Desired Languages: Arabic, Chinese, French, Russian or Spanish

Vacancy Timeline: 1 Week

Mobility required/no mobility: mobility required

Job Description

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 inspiring stories. 

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. 

The United Nations Development Programme (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 headquarters, regional hubs and country offices, 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. BPPS works closely with UNDP's Crisis Bureau (CB) to support emergency and crisis response.

To streamline its financial and investment engagement, UNDP launched the Sustainable Finance Hub (SFH), a finance and innovation platform, that draws on a critical mass of UNDP expertise, initiatives, and partnerships to support the mobilization and leveraging of resources for the SDGs and lead implementation of the new UNDP private sector strategy and other initiatives. SFH is an integral part of both BPPS and the Bureau of External Relations and Advocacy (BERA), as well as part of the GPN. SFH serves as a connector, broker and global coordinator among internal and external actors and curates and manages UNDP’s catalogue of service offers on SDG financing to governments, investors, and companies via UNDP Country Offices to significantly enhance the scale and impact of UNDP’s work.

Under the direct supervision of the Project Management Specialist, Sustainable Finance Hub, and working closely with the other SFH team members, the Procurement Analyst will be responsible for effective delivery of procurement services and ensuring the highest level of efficiency in the operational management of the SFH projects listed below:  

• Sustainable Finance Hub
• SDG Impact
• Tax4SDGs
• Connecting Business initiative
• Business Call to Action
• Integrated National Financing Framework Pioneer Initiative
• Closing Investment Gap in Sustainable Infrastructure
• Global Dialogue on Digital Finance
• Insurance and Risk Finance Facility
• Istanbul International Center for Private Sector in Development
• Other SFH projects and initiatives as may be required.  

Position Purpose

The Procurement Analyst will coordinate and undertake the procurement processes for the SFH projects and will provide solutions to a wide spectrum of complex issues related to procurement. S/he will promote a collaborative, client-focused, quality and results-oriented approach consistent with UNDP rules and regulations. S/he will provide accurate and timely procurement-related information to guide project management and resource allocation decisions and will supervise junior procurement and administrative staff / personnel as needed. The Procurement Analyst will also organize regular training sessions for project teams on procurement-related matters and share lessons learned and best practices.   
 

Duties and Responsibilities
Ensuring effective organization and implementation of procurement processes:

• Coordinate the preparation of procurement plans for the SFH projects and monitor their implementation.
• Organize procurement processes including preparation and conduct of RFQs, RFPs or ITBs, IC notices, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Organize micro-canvassing processes; review procurement TORs submitted by projects and ensure their compliance with corporate templates.
• Prepare Purchase Orders and contracts in and outside Quantum, create vendor profiles in Quantum.
• Review Purchase Orders and procurement activities on a regular basis and ensure their timely and accurate closure in Quantum.
• Lead and coordinate submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) as needed.
• Ensure proper filing and archiving; records keeping and preparations for audits.
• Implement internal control system to ensure duly preparation and dispatching of Purchase Orders.
• Undertake timely corrective actions on POs with budget check errors and other problems.
• Undertake market research to identify potential suppliers and service providers.
• Develop and update the rosters of suppliers, implementation of supplier selection and evaluation.
• Maintain data on LTAs and take timely actions for the renewals or establishment of new LTAs.
• Perform other duties as may be required.

Ensuring efficient administration and implementation of the operational strategies:

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
• Contribute to the elaboration of proposals and implementation of cost saving and reduction strategies in consultation with the SFH management.
• Contribute to the procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the procurement workflows among related team members.
• Ensure the SFH full compliance in asset management processes in coordination with the BPPS asset management focal points.
  Perform other duties as may be required.

Facilitating internal capacity development and knowledge sharing:

• Organize trainings for the operations/projects staff on procurement-related matters.
• Generate tacit knowledge and share best practices in procurement.
• Contribute to knowledge networks and communities of practice.
• Perform other duties as may be required.

Supporting internal coordination and team management:

• Ensure timely and quality response in support of corporate and bureau requirements.
• Supervise junior procurement and administrative team members.
• Act as a backstopping focal point for the Project Management Specialist as may be needed. 

Competencies
Core:

Achieve Results:

• Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

• Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously:

• Go outside comfort zone, learn from others and support their learning

Adapt with Agility: 

• Adapt processes/approaches to new situations, involve others in change process

Act with Determination:

• Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner:

• Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion:

• Facilitate conversations to bridge differences, considers in decision making

People Management: UNDP People Management Competencies can be found on the dedicated site.

Cross-Functional & Technical:

Business Direction & Strategy - Strategic Thinking:

• Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions

Business Development - Knowledge Facilitation:

• Ability to animate individuals and communities of contributors to participate and share, particularly externally

Business Management - Project Management:

• Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals

Business Management - Risk Management:

• Ability to identify and organize action around mitigating and proactively managing risks

Procurement - Strategic Sourcing:

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

Procurement - Supplier / Relationship Management:

• Knowledge of supplier management 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 
   

Required Skills and Experience 

Education:

• Master's degree in Business Administration, Supply Chain Management, Law, Economics, or other related area is required. 

Experience:

• At least 2 years of UN/UNDP experience in organizing and implementing procurement processes at the international level is required.
• Professional Certification in public procurement (CIPS Level IV equivalent) is required.
• Advanced knowledge of the office software packages (MS Word, Excel, etc), web-based management systems and ERPs is required.
• Hands-on experience in initiating and managing procurement processes in Quantum, or comparable ERP systems is required.
• Practical experience in undertaking complex procurement processes (RFQ/RFP/ITB) is desirable.
• Practical experience in setting and managing LTAs and rosters is desirable.
• Experience in supervising junior operational staff is desirable.
• Previous experience in supporting global initiatives with multi-stakeholder engagement for private sector development, sustainable finance and SDGs is a strong asset.
• Previous work experience in global virtual teams is a distinct advantage.
• Excellent analytical and coordination skills, client-orientation and demonstrated ability to prioritize and deliver on the assigned tasks.

Language:

• Fluency in oral and written English is required.
• Working knowledge of another UN language (Arabic, Chinese, French, Russian or Spanish) is an advantage.      
   

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer 

Important information for US Permanent Residents ('Green Card' holders)  

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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