Procurement and Administrative Analyst

Job title:

Procurement and Administrative Analyst

Company

United Nations Development Programme

Job description

Reporting to the Operations Analyst, the Procurement and Administrative Analyst is responsible for providing admin and procurement services to MPTFO and hosted Fund Secretariats performing a variety of administrative services with focus on procurement and related IT processes ensuring high quality and accuracy of work:1) Ensure timely and effective services provision to implement the office strategy

• Delivers timely and solutions-focused client-oriented procurement and related services as required to MPTFO and hosted Funds Secretariats
• Prepare required information and reports for audit exercises and senior management requests.
• Ensures completeness of related information and documentation in support of cost-recovery of administratively hosted fund secretariat services
• Complete other tasks as assigned to support implementation of the strategic plan and business continuity of the office including back up support functions

2) Ensure provision of administrative support services:

• As required, provides back-up support with travel arrangements (creation of travel request, post travel claims) in coordination with Finance, as needed.
• Support to Operations Analyst with coordination of assets, inventory and non-asset management in the office, timely preparation and submission of regular inventory/asset reports
• Work with the Operations team with in-country protocol matters, registration of staff, including email activation/creation, and other administrative areas
• Ensure IT equipment is provided to personnel, within the office and is fully functioning through close engagement and coordination with ITM.

3) Provides Procurement support services:

• Implementation of proper procurement processes including organization of Requests for Quotations (RFQ), Invitations to Bid or Requests for Proposals (RFP) and/or IC selection, development of tender documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP’s procurement policy and processes.
• Prepares submissions and attends as required, the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Prepares Purchase orders (PO) and contracts for approval in Quantum as per UNDP’s procurement processes.
• Manages suppliers (registration/creation/updates) and provides timely solutions on related areas in coordination with Finance and as needed UNDP procurement unit, as needed.
• Establishes and maintains rosters for key positions, lists for LTAs, including overview of performance assessments.
• Performs the Buyer role in Quantum as required for this position.
• Maintains assigned information and knowledge products on SharePoint for administrative functions

4) Facilitate knowledge building and knowledge sharing in MPTFO and with Fund Secretariats

• Develop, organize and provide one-on-one or group briefings, training sessions on procurement, IT, travel and other administration related topics as applicable
• Synthesis of lessons learnt and best practices and related

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.Institutional ArrangementThe Procurement and Administrative Analyst will report to the Operations Analyst, MPTF Office.Competencies Core
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 discriminationCross-Functional & Technical competencies Thematic Area Name Definition
Business Management Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Business Management Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

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 Strategic Sourcing

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

Procurement Procurement Management

• The ability to find, evaluate and engage suppliers of goods and services

Procurement Supplier/relationship management

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

Required Skills and ExperienceEducation:

• Advanced university degree (master’s degree or equivalent) in Management or Business Administration, Finance, Information Technology or equivalent is required. Or
• 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. Having the required CIPS certification at the time of recruitment is a distinct advantage.

Experience:

• Up to two (2) years (with a master’s degree) or two (2) years (with a bachelor’s degree) of progressively responsible experience in operations functions, primarily procurement and administration, is required.

Required skills:

• Demonstrated performance in delivering solutions-oriented client service
• Experience and understanding of the financial implications of administrative, travel and procurement functions
• Experience with ERP systems

Desired skills:

• Experience in procurement and contract management processes within UN system
• Experience in administrative, travel and IT processes within UN system
• Experience in supporting multi-locational teams/clients

Required language:

• Fluency in English required;
• Working Knowledge of French desired

DisclaimerUnder 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.

Expected salary

Location

New York

Job date

Fri, 17 May 2024 01:39:15 GMT

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