Project Procurement Analyst

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.

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji Multi-Country Office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.

The UNDP Pacific Multicounty Office (MCO) in Fiji is partnering with the Fiji Government’s Fiji Rural Electrification Fund (FREF) and the Private Financing Advisory Network (PFAN) of UNIDO to scale up the operations of FREF and increase the number of rural communities it electrifies using an integrated development model. UNDP will use its project management, financial management and resource mobilisation networks to help FREF reach its implementation target of electrifying up to 300 rural communities across Fiji using an integrated approach. The Fiji Government will outsource the operations and implementation of FREF over an initial 3-year period to roll out the electrification of a predefined number of rural sites. In this regard, a dedicated UNDP Project Management Unit (PMU) was established and hosted at UNDP Office in Suva which will work in close collaboration with the FREF Secretariat, the Department of Energy and the Climate Change Division, and any other relevant stakeholder. Included in this support, is a Procurement Analyst to support the FREF project and other procurement activities of the Fiji office as needed.

Additionally, 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.

The Project Procurement Analyst works directly with the FREF Project Manager and indirectly with the Project Manager, Parliamentary Development and the Operations Procurement Analyst. The Project Procurement Analyst is required to consistently work with the project/programme and operations colleagues for delivery of their functions and liaise with the senior management for approval of contracts/purchase orders.

Duties And Responsibilities

The Project Procurement Analyst will support the MCO and FREF project with the following:

• Ensure innovative and sustainable procurement strategies and effective procurement planning in line with the project AWPs.
• Ensure proactive procurement management and oversight are met.
• Ensure provision of strategic advice and guidance in the context of e- procurement focusing on achievement of results.
• Ensure facilitation of knowledge building and knowledge sharing

Ensure innovative and sustainable procurement strategies and effective procurement planning in line with the project AWPs:

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client –oriented procurement management system.
• Support the usage of internal procurement Standard Operating Procedures (SOPs) and manage workflows for the FREF project and other assigned projects of the MCO.
• Manage procurement strategies and plans of the FREF project and other assigned projects. Discuss procurement strategies and plans of other assigned projects and other stakeholders and donors to ensure mutual alignment.
• Conceptualize, elaborate and implement strategic procurement for the FREF project and other assigned projects, including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.

Ensures administration and implementation of the 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 functioning of a client-oriented procurement management system.
• Pacific Office’s Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management (such as long-term agreements for travel and other areas).
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes , managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
• Support/participate in the conduct of post-procurement audit to ensure overall fiduciary management of projects and compliance to UNDP rules and procedures.

Ensure Proactive Procurement Management And Oversight Are Met

• Ensure timely and duly preparation of procurement plans for the FREF project and other assigned projects and monitor their implementation.
• Manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt of quotations, bids or proposals, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Review and certify submission of documents to internal procurement review committees (CAP, RACP and ACP).
• Ensure management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval, ensure alignment to 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.

Ensure provision of strategic advice and guidance in the context of e- procurement focusing on achievement of results:

• Support development and expansion of roster of suppliers by working to ensure all FREF and other project suppliers are included.
• Support develops Long-Term Agreements/Frameworks Agreements for more efficient category management that are beneficial to the FREF project and other projects.
• Liase with global shared service centers and Bangkok Hub to implement complex and large-scale procurement actions, based on project needs.

Ensure Facilitation Of Knowledge Building And Knowledge Sharing

• Organize procurement training for the FREF and other project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.
• Support the work of the Fiji Operations Team and 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.

Cross-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.
• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
• Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Business Direction & Strategy

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management

• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
• Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Education

Required Skills and Experience:

• 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 the areas mentioned above in combination with an additional 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

• Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant 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.
• Previous work experience in public procurement (either UN, development organizations, Government entities or INGOs) will be an asset.
• Experience of procuring high value complex requirements, with any of the following categories – IT / communication technology, complex services or civil society engagement will be an advantage.
• CIPS Level 3 Certification is an advantage

Required Languages

• Fluency in English and Fijian is required.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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