Procurement Analyst

Background Information – Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace-building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Based in Geneva, Switzerland, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices in the region, providing management and financial/programmatic oversight of Global and Country specific Portfolios, Clusters and Operations Centers including hosting services, fund management, management advisory services, implementing projects, procuring goods and services and managing human resources.

Under the guidance and direct supervision of the head of Procurement Unit, the Procurement Analyst is responsible for effective delivery and implementation of strategic and effective procurement services, for a select group of technically complex goods, services and works, within the Geneva office. These services reflect best practices in international public procurement, compliance with UNOPS Financial Rules and Regulations and procurement policy, rules, regulations and procedure, ensuring appropriate risk management and obtaining the best value for money.

He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement.

His/her work is focused in transactional procurement including all steps of the procurement process.

Maintaining the highest degree of personal and professional ethics, the Procurement Senior Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Business Unit.

The Procurement Analyst works in close collaboration with the Support Services, Programme and project teams in the relevant geographical area or business unit, UNOPS HQs colleagues and Government officials, to successfully deliver procurement services.

Functional Responsibilities

1. In close cooperation with the Requisitioners, under the guidance of a technical supervisor, and reporting to the head of procurement unit on central issues related to procurement activities, implements operational strategies and manages procurement, contract, and sourcing transactions, actions and processes for goods, services, and works, focusing on achievement of the following results:

• Full compliance of assigned procurement activities with UNOPS rules, regulations, policies and strategies; internal controls and client orientation.
• Implementation of the different steps of the procurement processes, including Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management.
• Implementation of strategic procurement for projects assigned in the Business Unit.
• Research undertaken and data provided for Business Unit’s supply market intelligence and analysis.

2. Plans procurement actions for acquisition of standard and complex goods and services for ad hoc transactions and/or establishment of Long Term Agreements (LTA’s), focusing on achievement of the following results:

• Planning of schedules and priorities as well as identification of correct procurement course of action for the goods or services in question
• Preparation of technical specifications/TOR
• Providing technical advice to internal clients on best procurement methodology, including: guidance and assistance with UNOPS’ procurement rules and regulations, policies, development of specifications/TOR, establishment of evaluation criteria, evaluation of bids/proposals, etc.
• Conducting market research to keep abreast of market developments for goods and services to be tendered, including availability and new potential sources of supply
• Analysis of logistic solutions to determine the best value for UNOPS for shipment

3. Manages and facilitates the procurement processes for a select group of technically complex goods, services within Geneva office focusing on achievement of the following results:

• Sustainability embedded along the procurement process.
• Timely and duly prepared procurement plans for projects and monitoring of their implementation.
• Establishment of Long Term Agreements (LTAs) and/or service contracts and other instruments, when necessary, either through standard or emergency procurement procedures in compliance with the Procurement Policy.
• 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 UNOPS rules and regulation.
• Awards recommended based on UNOPS procurement rules and procedures.
• Management of procurement contract, analysis of contract performance against agreed benchmarks and pre-established reporting mechanisms.
• Advice, remedial actions, or solutions to Programme Managers on procurement issues related to the procurement process and project cycle.

4. Provides support to efficient LTA and contract administration, focusing on achievement of the following result:

• Preparation of non-staff contracts/POs and necessary amendments ensuring conformity with template UNOPS documents;
• Follow-up signing of contracts, POs by vendors;
• Obligation of funds in oneUNOPS and obtaining of appropriate signatures for approval;
• Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors;
• Maintenance of contracts, PO filing system;
• Ensuring supplier’s compliance to contract and/or Long Term Agreement;
• Information management to internal clients;
• Timely corrective measures taken to ensure smooth contract fulfillment;
• Timely follow-up to ensure LTA extensions and/or fresh bidding exercises if required
• Conduct of secondary bidding exercises against LTAs and guidance to UNOPS colleagues through the process when required;
• Conduct of corporate procurement planning exercise on half yearly basis to determine any goods or services for which LTAs could be established.

5. Implements sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and management of the rosters of suppliers.
• Utilization of-sourcing module in accordance with UNOPS Procurement Groups’ goals and standards in this area.

6. Knowledge Building and Knowledge Sharing

• Maintenance of best practices and lessons learned database including procurement tracking sheet
• Participation and actively contribute in the trainings for the personnel on Procurement.
• Sound contributions to knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in procurement.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education/Experience/Language requirements

Education:

• Advanced Degree or equivalent in preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field.
• A first-level university degree in combination with four (4) years’ experience at the international level in procurement management, Business Administration, Public Administration, or related field may be accepted in lieu of the advanced university degree.
• For those who do not have a degree in Procurement of Supply Chain Management, Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.

Experience:

• A minimum of two (2) years’ professional experience in international public procurement.
• Experience in working with a range of stakeholders in developing and developed countries is desirable
• Some experience in UN system organizations, preferably in a developing country, is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.
• Experience use of Google Suite applications is desired.

Language:

• Full working knowledge of English is required.
• Intermediate knowledge of French would be considered an advantage.
• Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

Contract type: International ICA Contract level: IICA-1/LICA-9/ICSC-9 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.