Procurement Analyst (Nationals Only)

UNDP Careers

Job Description

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 UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results.

UNDP has been present in Viet Nam since 1978, aiming to ensure that everyone has equal access to opportunities to realize their full potential. The current UNDP Country Programme in Viet Nam 2022-2026 is directly aligned to Viet Nam’s priorities, as set out in the Viet Nam Socio-economic Development Strategy 2021-2030, covering key themes on inclusive and equitable growth, addressing inequalities and disparities, promoting greater transparency and accountability, improving human rights and access to justice, addressing emerging challenges of climate change and green growth.

UNDP is striving to ensure that 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.

Position Purpose

Under the guidance and direct supervision of the Operations Manager, the Procurement Analyst supervises the CO Procurement Unit, responsible for effective delivery of procurement services in order to obtain the best value for money. He/she analyzes and interprets the procurement 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 Operations, Programme and Project teams in the Country Office, Region and UNDP HQs, other UN Agencies as well as with vendors and government counterparts to successfully delivery procurement services, provide solutions to complex procurement issues and provide advisory support.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, the Procurement Analyst is expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties And Responsibilities

Elaborate and manage implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money:

  • 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.
  • Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and manage workflows in Procurement Unit.
  • Discuss procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment.
  • Conceptualizes, elaborates and implements strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, and performance measurement.

Manage and guide procurement processes for CO, projects, and other UN Agencies:

  • Ensure timely and duly preparation of procurement plans for the office and 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: Contract Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP) .
  • Ensure management of procurement contracts and perform delegated responsibilities in Purchase Orders approval. Implement 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.
  • Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.

Introduce And Implement Strategic Sourcing Strategy To Find Best Values In Marketplace And Align Purchasing Strategy To Project And CO Goals

  • Develop and manage rosters of suppliers.
  • Elaborate supplier selection and evaluation criteria, quality and performance measurement mechanisms.
  • Develop Long-Term Agreements/Frameworks Agreements for more efficient category management.
  • Manage and implement e-procurement system in CO.

Facilitates procurement knowledge building and knowledge sharing in the CO and UN:

  • Organize procurement trainings for the operations, programme staff and UN Agencies
  • Synthesize lessons learned and best practices in procurement.
  • Make sound contributions to knowledge networks and communities of practice.
  • Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale. Lead the UN Procurement Working Group in OMT.

Duties

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization:

  • Support the implementation of the UN Development System reforms, business efficiency agenda, Business Operations Strategy, and Common Back Office
  • Management of CO Inventory and Asset
  • Supervise CO travel, transportation, registry.
  • Review and approve travel requests for official missions.
  • Review and approve protocol requests (visa, shipment, driving license, quota book etc.)

Supervisory/Managerial Responsibilities: supervise support staff in Procurement Unit

Competencies

Core

Achieve Results:LEVEL 2

  • Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:LEVEL 2

  • Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously:LEVEL 2

  • Go outside comfort zone, learn from others and support their learning

Adapt with Agility:LEVEL 2

  • Adapt processes/approaches to new situations, involve others in change process

Act with Determination:LEVEL 2

  • Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner:LEVEL 2

  • Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion:LEVEL 2

  • Facilitate conversations to bridge differences, considers in decision making

UNDP People Management: Competencies can be found in the dedicated site .

Cross-Functional & Technical

Procurement – Strategic Sourcing:

  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement – Contract Management

  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Procurement – Data Analysis

  • Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making

Procurement – 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 – Portfolio Management

  • Ability to select, prioritise and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment

Business Management – Risk Management

  • Ability to identify and organize action around mitigating and proactively managing risks

Education

Required Skills and Experience

  • An advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required. Or
  • A first-level university Degree (bachelor’s degree) in the above-mentioned fields of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
  • Procurement CIPS level 3 is a requirement for this position If this 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 experience at national or international level in public sector procurement management.
  • At least 3 years’ experience in operations area (asset/inventory, travel, transportation, protocol and registry) is desired.
  • Having procurement experience with international organizations is an asset.
  • Experience in managerial and leadership skills is desired.
  • 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 is required.

Language

  • Fluency in English and Vietnamese is required.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)

Disclaimer

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.

Scam warning

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