Procurement Analyst

Job title:

Procurement Analyst

Company:

United Nations

Job description

Details:Mission and objectives:The United Nations Development Programme (UNDP) Information and Technology Management (ITM) team in Copenhagen is responsible for supporting UNDP Country Offices around the world with ICT and Green Energy solutions.Context:The Office of Procurement is a part of the Bureau Management Services (BMS), in UNDP providing vital management support in areas such as administrative services, budget and finance, human resources, information and communications technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions. Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery. Despite its critical role, procurement as an operational service can be traced back to as recently as 1999, when UNDP transitioned from a developmental funding model to one that included direct execution projects in its portfolio. In the years following this shift in models, UNDP procurement experienced unprecedented growth in terms of its volume and complexity.Office of Procurement’s mandate includes development and updating of procurement policy, providing procurement advisory and operational support to country offices and HQ units professionalisation of the procurement function. Procurement supports programme delivery in line with UNDP’s Strategic Plan and best practices in public sustainable procurement. Procurement acts in accordance with rules and regulations, the accountability framework, and ensures appropriate risk management for UNDP. Office of Procurement is a global team based in UNDP/HQ New York, Copenhagen/Denmark and in Cyberjaya/Malaysia, with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).The Global Procurement Services Division (GPS), based in Copenhagen, provides direct procurement services for the Global Fund, crisis prevention and recovery support, procurement support to elections programmes. The Team in Cyberjaya/Malaysia, provides transactional support to global operations and manages global LTAs through an emerging eProcurement platform.Task description:Under the guidance and supervision of the QAS Team Lead, the Procurement Analyst provides procurement, contract management, quality assurance support(QAS), and other relevant support work to the Business Unit in following areas:Implementation of procurement services

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control framework
• Provide peer-to-peer support to other UNDP Country Offices and other UN agencies on relevant procurement activities
• Effectively communicate and anticipate UNDP Country Offices, other UN agencies, and beneficiaries’ potential pipeline requests, actively manage and liaise with stakeholders through the procurement process, and maintain regular updates and client relations.
• Support on supply sourcing including reaching out to potential suppliers globally and searching from different sources
• Consolidate, update and maintain supply roster list
• Support UNDP country offices and other UN agencies in sourcing and securing highly in-demand goods, such as PPE(Property, Plant and Equipment ) and medical equipment. Liaise regularly with internal and external stakeholders to ensure best value-for-money sources
• Document and file all procurement related papers including solicitation, evaluation, and contract and purchase order and shipping documents.
• Maintain and regularly update Procurement Support Office online filing and catalogue library

Implementation of Quality Assurance(QA) support services

• Effectively communicate with the UNDP OP GPSD assigned country focal points and assist with preparing all technical files for QA review.
• Liaise with LTA(Long Term Agreement) holders and suppliers to ensure completeness of technical fields for QA review
• Liase with UNDP QA on additional documents needed to complete the QA review
• Assist country focal points in verification of already approved technical files and track dossier expiry.
• Obtain needed documentation on expired technical files, do the initial verification and share them with the QA team
• Assist the QA team with verification of expiry dates of standard technical files.
• Ensure all technical files shared with the QA team are according to agreed order.
• Support in training suppliers and LTA holders in technical file submission and requirements.
• Ensure timely information is on technical file approvals / rejections are shared with both OP GPSD CO Focal point and suppliers.
• Ensure completeness of internal QA tracking sheets
• Assist with development of additional QA support tools
• Gather and compile QA dossiers for UNDP QA unit review
• Liaise with the QA unit whilst updating both internal and external stakeholders on QA feedbacks and results
• Assist in managing and maintaining the QA item database with clear communication with OP GPSD teams across Copenhagen, Malaysia, New York.
• Regularly update the Quality Assurance Submission Pending List, Quality Assurance Support Team SOP(Standart Operating Procedure), and other document files when procedures are being adjusted
• Assist with the due-diligence process by assessing and analyzing company credentials through online research
• Assist to develop solicitation documents including Request for Quotation, Request for Proposal, and Invitation to Bid

Support to knowledge building and knowledge sharing

• Prepare and support UNDP Country Offices and other UN agencies in budget planning, price lists, available item catalogues for procurement, and other fund requests
• Support in drafting and submitting of procurement review cases to the relevant Procurement Review Committees
• Support in drafting and finalizing SOPs and NTFs(Note the Files)
• Capture, report, and respond to procurement requests through smartsheet and dashboard
• Consolidate procurement management support data and statistics, maintain clear record with consistent tracking, assist in preparing overview procurement support reporting to other UNDP Country Offices and other UN agencies
• Performs delegated tasks and back stopping support as and when requested by the team

Requirements:market research, sourcing, document compiling, project management and data management related work.

• Experience in the usage of online database or data management tools
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Proficiency in the use of computers and office software packages as well as web- based management systems

Competencies and values:Core competencies:
Achieve Results
Think Innovatively
Learn Continuously
Adapt with Agility
Act with Determination
Engage and Partner
Enable Diversity and InclusionCross-Functional & Technical competencies:
Business ManagementArea(s) of expertise:

• Procurement and contracting
• Administration
• Health

Required education level:Bachelor degree or equivalentOther information: Denmark performs very well in many measures of well-being relative to most other countries in the Better Life Index. Denmark ranks above the average in many dimensions: housing, work-life balance, social connections, environmental quality, civic engagement, education and skills, jobs and earnings, work-life balance, health status, subjective well-being and personal security.” OECD. For more: http://www.oecdbetterlifeindex.org/countries/denmark/The UN Volunteer will be responsible for arranging for his/her own housing, transport, and other living essentials.UN Volunteer entitlements and allowances:
The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos). For information specific to your assignment please see below:Please note that the amounts can vary according to fluctuations of the monthly post adjustment.
Monthly Living Allowance (Per month): USD 2636.43
Entry lump sum (one-time payment): USD 4000
Accommodation Supplement (Per month): USD 644.41
Family allowance: $250 per month for one dependent. $450 per month for two or more dependents
Exit allowance (for each month served, paid on completion of contract): USD 225
Medical and life insurance: Cigna Private InsuranceLeave entitlements:
Annual leave: 2.5 days accrued per calendar month
Certified sick leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle.
Uncertified sick leave: 7 days for 12 months and 4 days for shorter assignments
Learning leave: 10 working days per consecutive 12 months (shorter assignments are prorated)
Maternity Leave: 16 weeks
Paternity Leave: 10 days

Expected salary

Location

København

Job date

Thu, 19 Sep 2024 02:12:46 GMT

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