Procurement and Contract Management Analyst

Job Title: Procurement and Contract Management Analyst

Organization: UNDP

Job Identification: 12176

Location: Pohnpei, Micronesia, Federated States of

Apply Before: 08/14/2023, 06:59 AM

Job Schedule: Full time

Grade: P1

Vacancy Type: Fixed Term

Practice Area: Management

Bureau: Regional Bureau for Asia and the Pacific

Contract Duration: 1 Year with Possibility for extension

Education & Work Experience: Master's Degree - 2 year(s) experience OR Bachelor's Degree - 4 year(s) experience

Required Languages: English

Vacancy Timeline: 2 Weeks

Mobility required/no mobility: mobility required

Job Description

BACKGROUND

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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 is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as support to regional initiatives.  This position is located at the UNDP Pacific sub-office in Pohnpei State in the Federated States of Micronesia which was established in October 2021. This office is set up to serve the Federated States of Micronesia, Kiribati, Nauru, Palau and the Republic of the Marshall Islands. The office will work closely with the UNDP Pacific office in Fiji to deliver the UNDP multi-country programme document (MCPD, 2023-2027) in these five countries.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Pacific United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with extensive portfolio which has been growing over time. The UNSDCF and the UNDP MCPD are designed in full alignment with the 2030 Agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on  results Management  and compliance entrusted with the corporate alignment, programme finance management and quality assurance;  and strategic communications  team that provides knowledge management and communication support to all programme interventions.

Within the Pacific Office Multi-Country Office (MCO), the Operation Teams provide backbone support and services to programme related to finance, human resources, digital services, travel, and logistics, as well as common services and CO transactions support.  The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel e.g., protocol, visa facilitation, travel, etc.

DUTIES & RESPONSIBILITIES

Under the overall guidance and direct supervision of the Operations Manager, the Procurement and Contract Management Analyst ensures effective delivery of procurement and contract management services. S/he interprets the financial and procurement rules and contractual policies, for providing options for solution to complex issues related to procurement and contracts. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the team.

The Procurement and Contract Management Analyst works in close collaboration with the Operations, Programme and project teams in the Pacific Office, UNDP HQs staff, and project teams to successfully deliver procurement and contract management services.

• Analytical inputs for the elaboration and implementation of operational strategies specifically in procurement and contract management areas.
• Management and organization of contract management processes
• Management of e-procurement tools.
• Facilitation of knowledge building and knowledge sharing. 

Provision of analytical inputs for the elaboration and implementation of operational strategies in procurement and contract management focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
• Effective implementation of UNDP internal control system, with analysis of parameters in support of proper design and functioning of a client-oriented procurement and contract management system.
• Updated business processes flow, with clear internal Standard Operating Procedures (SOPs) in procurement and contract management.
• Analysis and implementation of MCO's strategy in sourcing goods and services, supplier selection, use of roster, quality control management, and contract management.

Provision of effective support in management/organization of procurement activities and contract management processes from end to end, focusing on the achievements of the following results:

• Provision of technical advice on the selection of appropriate contractual modalities for engagement with partners in various programme, project contexts, and other UN agencies.
• Provision of analysis on organization of procurement plan, processes, contract management for the office and projects and periodic monitoring of their implementation in full compliance with UNDP rules and regulations.
• Periodic analysis on management of contracts in and outside the corporate ERP system.
• Implementation of proper monitoring and control of procurement processes in particular contract management, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
• Preliminary quality review to be certified by the Operations Manager (FSM) on submission of procurement cases to the Contract, Asset and Procurement Committee (CAP) by the MCO, and Regional Advisory Committee on Procurement (RACP) by Bangkok Regional Office.
• Provision of technical/legal advice with support from the Legal Support Office (LSO) at UNDP Headquarters and supervisors at MCO on cases related to contracts and various agreements.
• Supporting to the implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services through UN joint procurement initiatives   in line with the UN reform agenda.
• Coordinating and monitoring lease management as needed.

Ensures implementation of contract management strategy and the optimal use of e-procurement tools focusing on achievement of the following results:

• Results of regular review of the ongoing procurement and contracting practices (undertaken by both MCO and project field offices), which capture lessons learnt and best practices, and identification of potential risks.
• Negotiation results of contracts and agreements on the basis of model agreements available in the Programme and Operations Policy Procedures (POPP), including procurement contracts, operational agreements, financing agreements, Letters of Agreement and grants and assurances that contracts are honored by both UNDP and partners according to the obligations and timeframe as outlined in the contracts, in collaboration with the relevant programme and project managers.
• Provision of support to the Operations Manager (FSM) in conducting negotiation process to avoid contractual disputes with particular emphasis on establishing preventive measures.
• Preparation of quarter report on MCO’s roster management of consultant and suppliers and tracking of contracts and supplier evaluation.
• Periodic analysis on the implementation of e-procurement module.

Ensures facilitation of knowledge building and knowledge sharing in the MCO and guidance to all stakeholders on contract management matters focusing on achievement of the following results:

• Organization/conduct of training for the operations/programme/projects staff in procurement and contract management.
• Synthesis of lessons learned and best practices in procurement and contract management 
• Sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: The Contract Management Analyst will be responsible for supervision, performance management and development of the Procurement Associate.

COMPETENCIES 

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:

Business Direction & Strategy - Effective Decision Making 

• Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources 

Business Management - Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests. 
• Ability to anticipate client's upcoming needs and concerns.

Procurement - Procurement management

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

Procurement - Contract management

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

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 – Data Analysis

• Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.

QUALIFICATIONS

Education

• Master's degree or equivalent in Business Administration, Public Administration, Law or a related field
• Bachelor’s degree in the above fields in combination with an additional 2 years of qualifying experience will be given due consideration in lieu of the Master’s degree.
• Professional Certification in Procurement (e.g. CIPS) is an added advantage.

Experience, Knowledge, and Skills

• Minimum 2 years (Bachelor’s degree) of relevant experience at the national or international level in procurement and contract management.
• Strong interpersonal and communication skills is a requirement
• Prior experience with UNDP/UN agencies or other international organizations will be an asset 
• Demonstrated knowledge of UNDP policies and procedures is desirable.
• Experience in the usage of computers and office software packages (MS Word, Excel etc).
• Excellent knowledge and experience with ERP platforms (such as Oracle Cloud) is desirable.
• Work experience in legal sector would be an advantage.

Language requirements

• Fluent in oral and written English is required.

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

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names, and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Apply Now