Location: Amman (with frequent and extended travel to Iraq
relocation to Baghdad when security permits), JORDAN
Application Deadline: 16-Nov-12
Type of Contract: TA
International
Post Level: P-2
Languages Required: English
Duration of Initial Contract: 364 days
Background
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Under the overall guidance of the General
Administrative Specialist and direct supervision of the Procurement
Specialist / Head of Procurement Team, the Procurement Analyst is a team
member of the Country Office Procurement Unit, responsible for
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.
The Procurement Analyst works in close collaboration
with the Management, Operations, Programme and project teams in the CO,
UNDP HQs staff and Government officials to successfully deliver
procurement services.
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Duties and Responsibilities
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Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
- 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, control of the workflows in the
Procurement Unit and in particular alignment of processes against (Fast
Track Procedures) FTP
- Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.
- Synthesis
of proposals and 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, e-procurement introduction and promotion, performance
measurement.
Manages and guides procurement processes
for CO, NEX/DEX projects, UN House and at the request of other Agencies
focusing on achievement of the following results:
- Timely
and duly preparation of procurement plans for the office and projects
and monitoring of their implementation; and analysis of procurement
plans and compilation of reports;
- 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.
- Review
and certification of submissions to the Contract, Asset and Procurement
Committee (CAP) and Advisory Committee on Procurement (ACP).
- Management of procurement contracts and, upon delegation of responsibility;
- Implementation
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.
- Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
Implementation
of harmonized procurement services, analysis of requirements 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.
Ensures introduction and implementation of
sourcing strategy and e-procurement tools focusing on achievement of the
following results:
- Development and management of
the rosters of suppliers, elaboration of supplier selection and
evaluation, quality and performance measurement mechanisms.
- Management of e-procurement module.
Ensures facilitation of knowledge building and knowledge sharing in the CO 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.
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Competencies
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Corporate Competencies:
- Ethics and Values
- Organizational Awareness
- Developing and Empowering People / Coaching and Mentoring
- Working in Teams
- Communicating Information and Ideas
- Self-management and Emotional intelligence
- Conflict Management / Negotiating and Resolving Disagreements
- Knowledge Sharing / Continuous Learning
- Appropriate and Transparent Decision Making
Functional Competencies:
Building Strategic Partnerships: Maintaining a network of contacts
- Maintains
an established network of contacts for general information sharing and
to remain up-to-date on partnership related issues
- Establishes and nurtures positive communication with partners
Promoting Organizational Learning and Knowledge Sharing: Basic research and analysis
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
- Documents and analyses innovative strategies and new approaches
- Identifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise: Fundamental knowledge of own discipline
- Understands
and applies fundamental concepts and principles of a professional
discipline or technical specialty relating to the position
- Possesses
basic knowledge of organizational policies and procedures relating to
the position and applies them consistently in work tasks
- Analyzes the requirements and synthesizes proposals
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development: Basic research and analysis
- Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
- Gathers and analyses feedback from staff
Design and Implementation of Management Systems: Research and analysis and making recommendations on management systems
- Maintains information/databases on system design features
- Develops simple system components
Client Orientation: Establishing effective client relationships
- Researches
potential solutions to internal and external client needs and reports
back in a timely, succinct and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Actively supports the interests of the client by making choices and setting priorities to meet their needs
- Anticipates client needs and addresses them promptly
Promoting Accountability and Results-Based Management: Basic monitoring
- Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
UNDP Procurement Certification programme
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Required Skills and Experience
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Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Certificate in Public Procurement – CIPS Accredited Level II or equivalent.
Experience:
- 2
years 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 advance knowledge of web
based management systems.
- Procurement experience with UNDP is most desirable.
Language Requirements:
- Fluency in English. Knowledge of Arabic language is an advantage.
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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.
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To apply for this position, please click here
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