UNDP Zambia is strategically repositioning its country programme implementation based on emerging opportunities and UNDP’s comparative advantages that maximize partnerships, resource mobilization and impact in keeping with UNDP’s mandate and its current Country Programme Document (CPD) covering the period 2016 – 2021 as well as improving the overall office performance.
Given the current procurement volume and the existing procurement capacity of the Country Office while searching for medium- and long-term solutions, UNDP Zambia is looking for a Procurement Analyst with sound knowledge of UNDP procurement policies and procedures to strengthen to the office’s procurement unit and directly oversee the construction of a new building within the UN House premises.
Under the guidance of the Deputy Resident Representative and direct supervision of the Operations Manager, the Procurement Analyst is responsible for the supervision of the procurement team and activities, the 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 works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.
Duties and Responsibilities:
- Under the supervision of the Operations Manager, the Procurement Analyst promotes a collaborative, client-oriented, quality and results-oriented approach in the Unit.
He/she works in close collaboration with the CO, UNDP HQ staff, the relevant Government line ministries and technical bodies to successfully deliver procurement services focusing on achieving the following results:
- Elaboration and implementation of operational strategies, including sourcing strategies and E-procurement tools and procurement plans
- Overall management of and guidance to procurement processes and processes
- Advisory and functional support to project implementation and timely delivery of project outputs
- Demonstration and facilitation of learning, training, knowledge building and sharing.
The Procurement Analyst 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; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system
- Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit and harmonization of workflows with other units of both Programme and Operations
- Provision of strategic advice on how to ensure best value for money, minimizes and manages procurement risks associated with large volume of procurement and facilitates an efficient procurement process to ensure speedy delivery while ensuring compliance with best procurement practices and UNDP procurement rules and procedures
- Elaboration and implementation of cost-saving and reduction strategies
- Conceptualization, elaboration and implementation of strategic procurement for the office and project including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement
- Implementation of well-functioning procurement processes, from sourcing strategy, tendering, supplier selection and evaluation, quality management, customer relationship management, to performance measurement
- Implementation and guidance to contracts management and administration strategy, constantly guided by the legal framework of the organization and assessing/minimizing all forms of risks in procurement
- Evaluate offers and make recommendations for the finalization of the purchases and the award of contracts, analyze and evaluate commodity tender results
- Backstops and assists in the analysis and strategy of project implementation modalities approach to procurement and determination of appropriate contacting/institutional arrangements under various circumstances/situations
- Provides advisory solutions/options to the project management team on procurement-related and contract-related problems in project implementation, developing innovative options when necessary
- Addresses issues and responds to queries and conducts presentations, briefing, training to colleagues, partners and clients on procurement, recruitment, organizational/financial arrangements and all other information relevant and inherent in the delivery of procurement services
- Advocates and promotes the efficiency and effectiveness of UNDP procurement services as a means of supporting partnerships and resource mobilization as and when it is required
- Advise and coordinate negotiations with all interested parties, including contract disputes and claims
- Managing reporting requirements to project management on delivery of procurement services.
The Procurement Analyst manages, guides and provides direction on the procurement processes to practitioners focusing on achieving the following results:
- Develops tools, mechanisms, internal systems and instruments to facilitate the timely preparation of procurement plans, bidding documents, evaluation templates and other necessary guides and contracts for streamlining processes and reducing transaction costs
- Supervision of the procurement personnel and acts as a task manager for the overall procurement pipeline
- Oversees, reviews and controls various stages of procurement, from writing/organization of RFQ, ITB, or RFP, receipt of quotations, bids or proposals, evaluation, and negotiation of certain contracts
- Establishment of necessary monitoring system and mechanisms to eliminate deficiencies and/or to minimize risks in procurement
- Provides review and policy advice to cases to be submitted to the Contact, Asset and Procurement (CAP), Regional Advisory Committee on Procurement (RCAP) and Headquarters Advisory Committee on Procurement
- Prepares position paper for the Unit and for the project as when necessary or upon request;
- Advise units and teams on the preparation of submissions to contracts, assets and procurement committee and advisory committee on procurement where appropriate, ensuring full compliance with requirements for the relevant documentations.
She/he demonstrates and facilitates learning, knowledge building and knowledge sharing within the office focusing on achievement of the following:
- Organizes and conducts training for project staff and other staff as requested on Procurement
- Liaises, relates to and networks with UNDP CO/HQ, other COs and procurement practitioners in the UN system for productive exchanges of learning, knowledge and experiences
- Synthesizes learning experiences by adopting innovations and best practices derived from lessons learnt over the course of performing procurement functions
- Provides sound contributions to knowledge networks and communities of practice.
Other tasks as requested:
- Prepares reports on various procurement status/activities, as and when requested by senior management
- Assists the Project/CO in responding to internal and external audit needs, queries, reviews and meetings
- Attends Project and Management meetings.
- Ability to make new and useful ideas work
- Ability to persuade others to follow
- Ability to improve performance and satisfaction
- Ability to listen, adapt, persuade and transform
- Ability to get things done
Job Knowledge/Technical Expertise:
- Fundamental knowledge of processes, methods and procedures regarding the position
- Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations
- The ability to acquire goods, services or works from an outside external source
- Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
- Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Building Strategic Partnerships:
- Ability to maintain information and databases in support of partnership building initiatives
Promoting Organisational Change and Development:
- Ability to present information on best practices in organisational change within and outside the UN system; the ability to identify problems and propose solutions
Implementation of Management Systems:
- Ability to gather data, use databases and implement management systems
Promoting Accountability and Results-based Management:
- Ability to gather and disseminate information, provide timely input to reports and collect best practices related to accountability and results-based management
- Ability to efficiently handle and share information and knowledge
- Ability to create and maintain effective client relationships, respond to client needs and meet client deadlines
Required Skills and Experience:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field
- Minimum CIPS Certification Level II
- At least 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
- Good knowledge of UN/UNDP procurement and contracting rules and procedures and proven capacity to conceive and facilitate complex operational interventions
- Previous work experience in complex operations environment and the procurement of construction requirements.
- Fluency in the UN and national language of the duty station.
Method of Application
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