Banjul, Gambia
Job Info
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.
UNDP The Gambia has a progressive Country Programme covering a wide range of related issues. These include climate resilience, disaster risk management, renewable energy, sustainable chemicals and waste management, and sustainable natural resource management, sustaining peace, transitional justice, democracy, rule of law, human rights, local governance and anticorruption. The Programme also pursues linkages with other issues addressing issues such as poverty eradication, economic transformation, inequalities and conflict prevention under the framework of Sustainable Development Goals.
The United Nations Sustainable Development Cooperation Framework (UNSDCF) and UNDP Country Programme Document (CPD) are designed in full alignment with the 2030 agenda, The strategic priorities of UNDP Indonesia for the next five-years are encapsulated under four outcome areas: 1) Sustainable environment and climate resilience; 2) Responsive, accountable governance and peacebuilding, 3) Green, inclusive economic growth.
Within The Gambia Country Office (CO), the Operations Team provides programme with backbone support and services related to finance, procurement, 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 on areas such as protocol, visa facilitation, travel, and others.
The Programme team oversees effective implementation of the country programme and its outcomes and strategic direction of UNDP, contribution to UN cooperation framework. In doing so, the Programme team provides high level advice on programming and technical issues, and further has a responsibility of developing, providing oversight, and ensuring adherence to the quality standards of UNDP. The team is also responsible for resource mobilization and to maintain effective partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas.
UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.
Position Purpose
The Procurement Analyst will work under the strategic guidance and direct supervision of the Operations Manager. The Program Analyst either supervises or is a team member of the CO Procurement Unit, and is responsible for effective delivery of procurement services to obtain best value for money. S/he analyzes and interprets financial results and regulations, and provides solutions to complex procurement issues. The procurement analyst promotes a collaborative and client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
1) Provide analytical inputs to the elaboration and implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
- Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls, and analyzes parameters in support of modifications to UNDP’s client–oriented procurement management system;
- Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor;
- Participate in and provide input to discussions on procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment;
- Conduct analysis and prepare proposals on the CO contract strategy, sourcing strategy, supplier selection, quality management, cost reduction strategies, and improvement in procurement processes in CO.
2) Support management of procurement processes for CO, projects, and other UN Agencies.
- Analyze information as part of preparation of procurement plans for the office and projects; and monitor their implementation;
- Implement proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, and negotiation of certain conditions of contract implementation (including payment terms) in full compliance with UNDP rules and regulations;
- Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP, ACP);
- Elaborate proposals on procurement process monitoring systems and mechanisms to eliminate deficiencies in procurement, and implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems;
- Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.
3) Implement a strategic sourcing strategy and e-procurement tools to find best values in the marketplace and align purchasing strategy to project and CO goals.
- Develop and manage rosters of suppliers;
- Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms;
- Develop Long-Term Agreements/Framework Agreements for more efficient category management;
- Manage and implement e-procurement system in CO.
4) Facilitate procurement knowledge building and knowledge sharing in CO, Region, UNDP and UN.
- Participate in organizing procurement training for the operations and project staff.
- Organize procurement training for vendors on e-procurement modules;
- Synthesize lessons learned and best practices in procurement;
- Make contributions to knowledge networks and communities of practic;
- Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core Competencies
- 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.
Functional/Technical competencies
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
- Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
Procurement
- Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
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 fulfill 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.
Business Management
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
Business Management
- Operations Management: Ability to effectively plan, organize, and oversee the Organization business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanism.
Required Skills and Experience
Education:
- Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required;
- A first-level university degree (bachelor’s degree) in combination with two years of qualifying experience will be given due consideration in lieu of the 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.
Experience:
- Applicants with Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national or international level in public sector procurement management;
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP;
- Experience with e-procurement systems and tools is desirable;
- Ability to design procurement strategies that align with project goals, incorporating sustainability and cost efficiency is desirable;
- Experience in providing procurement training and knowledge sharing with peers and vendor;
- Experience leading procurement units or participating in high-level strategic discussions;
- Experience in procurement within international organizations or large entities, with a focus on sustainable procurement or innovative procurement strategies.
Language:
- Fluency in the UN language of the duty station is required.
- Fluency in the national language of the duty station is required for local staff.
- Knowledge of another UN language is desirable.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
