Procurement Analyst

UNDP Papua New Guinea seeks to consolidate the foundations for a next generation office that is fully capacitated to leverage strong development fundamentals built in the current CPD cycle and continue its trend of scaling up its presence and services. Leveraging its technical, coordination and administrative strengths, UNDP will continue to provide integrated policy advice, evidence-based solutions, quality assurance and management services supporting the national and sub-national implementation of a growing portfolio of activities. 

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 procurement services in order to obtain the best value for money. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

Position Purpose

The Procurement Analyst supervises and leads the staff of the Procurement Unit. The Procurement Analyst works in close collaboration with the operations, programme and project teams in the CO, UNDP Regional and HQs staff to successfully deliver procurement services.
 

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation 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 and Logistics, control of the workflows in the Procurement Unit.
• Elaboration and implementation of cost saving and reduction strategies.
• Implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management.
   

• Timely and duly preparation of procurement plans for the office and support projects and monitoring of their implementation.
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
• Secretary to the Contract, Asset and Procurement Committee (CAP).
• Management of procurement contracts and purchase orders.
• 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.
• Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Preparation of cost-recovery bills in Agency Services Portal for procurement services provided by UNDP to other Agencies.
• Implementation of harmonized procurement services and elaboration of proposals on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.

4- Ensures proper control of CO Assets focusing on achievement of the following results:

• Elaboration and implementation of inventory management.
• Implementation of Inventory and physical verification control in the CO and projects.

5- Ensures facilitation of knowledge building and knowledge sharing in the CO and guidance to all stakeholders on financial matters focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

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 

• 2 years (with Master’s degree) or 4 years (with Bachelor’s degree) of relevant experience at the national or international level in procurement management;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages;
• Experience in handling of web-based procurement management systems and ERP financials; 

Language: 

Proficiency in written and oral English is required.

Note: Please upload copies of your academic qualifications and 3 latest UN Common System performance evaluations (if applicable).

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