Job Identification : 10333
Locations : Bishkek, Kyrgyzstan
Posting Date : 04/30/2023, 11:10 PM
Apply Before : 05/15/2023, 03:59 AM
Job Schedule : Full time
Agency : UNDP
Grade : NOA
Vacancy Type : Fixed Term
Practice Area : Management
Bureau : Regional Bureau for Europe and the CIS
Contract Duration : 1 Year with Possibility for extension
Education & Work Experience : Master’s Degree
Other Criteria : Bachelor’s Degree – 2 year(s) experience
Required Languages : Fluency in English and Russian required
Desired Languages : Kyrgyz language a strong advantage. Fluency in other UN languages is also beneficial.
Vacancy Timeline
2 Weeks
Mobility required/no mobility
no 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.
As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP advocates for change, and connects countries to global knowledge, experience and resources to help people build a better life.
UNDP has supported Kyrgyzstan’s development progress since 1992 and supports the country in charting future pathways towards greater prosperity, resilience, and social cohesion. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders.
UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work.
In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Admin Services, Common Services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning.
The unit contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standard and requirements of UNDP policies and procedures. The team harnesses innovation and digital solutions, while fostering an environment of continuous learning.
DUTIES & RESPONSIBILITIES
Under the guidance and direct supervision of the Operations Manager, the Procurement Analyst is responsible for management of the CO Procurement Unit, effective delivery of centralized procurement services in order to obtain the best value for money. They analyze and interpret the relevant procurement and financial rules and regulations and provide solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client, quality and results-oriented approach in the Unit.
The Procurement Analyst supervises the central procurement team in the Country Office and the procurement project personnel. Through the centralization of the procurement capacities, the Procurement Analyst will lead the coordination of procurement activities across the office and projects for improved planning and implementation to ensure a constant pursuit of efficient and cost-effective procurement of goods and services. Thus, the Procurement Analyst takes a strategic role in programme planning and related procurement planning.
The Procurement Analyst works in close collaboration with the operations, programme, and project teams in the Country Office (CO) and with UNDP HQs, Regional Hub and GSSC staff and Government officials ensuring successful Country Office (CO) performance in Procurement.
Elaboration and implementation of operational strategies in managing procurement processes
- Leads the implementation of efficient, effective and innovative procurement services and guides senior management on appropriate solutions for the office and in close collaboration with projects.
- Lead the development, implementation and adherence to standard operating procedures to provide timely, fast and relevant services to all clients.
- 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.
- Development of CO Procurement business processes, mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows, and in line with GSSC services.
- Ensure timely case submission to GSSC as needed, and proactively follow-up for timely case completion.
- Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management through efficient procurement planning.
- Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering. processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
- Oversee and manage all procurement activities of the office including support to projects and other agencies, as appropriate, in compliance with UNDP rules, regulations, policies and strategies.
- Provide authoritative guidance and CO and project teams in development of Terms of Reference for consultancy services and goods and other services to be procured, including eTendering processes and evaluation, managing contracts and contractors, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation and quality management.
- Ensure the development and maintenance centralized filing system for procurement documents including tenders, bid securities and purchase orders
- Coordinate with UNDP Programme and Operations staff towards increasing efficiency.
- Coordinate with the project teams for the preparation of audit(s) and evaluations during the project’s lifetime, including regular feedback on services provision from clients.
- Contribute to UNDP being a partner of choice for operational backbone services in the UN system, and to the development of strong client relationships with UN agencies to which we provide Agency services.
- Development and management of the rosters of suppliers, LTAs, elaboration of supplier selection and evaluation, quality, and performance measurement mechanisms.
Leads procurement and contracts management processes
- Guides and ensures the preparation of procurement plans for the office and projects and monitoring of their implementation
- Implementation of proper, efficient and fit-for-purpose monitoring and control of procurement processes including organization 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.
- Elaboration 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.
- Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Ensures the preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies.
Ensures proper control of CO Assets
- Manage and ensure implementation of inventory and physical verification control in the CO and projects, and provide reporting and certifications, as appropriate.
- Serve as Asset Focal Point for the project, as directed by Operations Manager.
- Ensures shipments of goods and supplies to meet deadlines; coordinate procurement related customs clearance and manage insurance.
- Support the management of office spaces and procure supplies as needed.
- Ensure proper control of project assets, ensuring donor branding and marking requirements are met and implement physical verification and transfer of assets to the beneficiaries/grantees.
Ensures facilitation of knowledge building and knowledge sharing in the CO
- Organize trainings for the project staff on procurement.
- Synthesize lessons learnt and best practices on procurement.
- Promote a knowledge sharing and learning amongst colleagues and senior beneficiaries where necessary; and
- Seek and apply knowledge, information, and best practices from within and outside of UNDP.
Perform other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.
Supervisory/Managerial Responsibilities
- Two Procurement Associates (G7 and G6) and project procurement personnel. Supervision and performance management and development of Procurement team. The Procurement Analyst is expected to provide quality assurance checks of the work of administrative and support staff or contractor’s personnel as required.
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 on the dedicated site.
Cross-Functional & Technical Competencies:
Business Management – Communication
- Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Business Management – Operation Management
- Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms.
Business Management – Partnership Management
- Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UN strategy and policies.
Procurement – Procurement Management
- The ability to acquire goods, services or works from an outside external source.
Procurement – Strategic Sourcing
- Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations.
Procurement – Supplier Management/Relationship Management
- Knowledge of supplier management concepts, principles and methods, and ability to apply 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.
QUALIFICATIONS
Education
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
- Or Bachelor’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field with two (2) years of qualifying, relevant experience will be given due consideration in lieu of Master’s degree.
Experience, Knowledge, and Skills
- A minimum of two (2) years with Bachelor’s degree of progressive experience at the national or international level in procurement operations in public/private sectors and/or with international organizations.
- Specialized training or certification in procurement and/or supply chain management at the national and/or international level is a distinctive advantage.
- Demonstrated experience in sourcing and supplier management concepts, principles, and methods, and ability to apply to strategic and/or practical situations.
- CIPS Certification Level 2 or higher is highly desirable and a further requirement upon hiring, in accordance with UNDP rules.
- Knowledge of enterprise resource planning (ERP) software is highly desirable.
Language requirements
- Fluency in English and Russian required.
- Kyrgyz language a strong advantage
- Fluency in other UN languages is also beneficial.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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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.
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