Procurement Analyst Full-Time

Background

Following the widespread devastations caused by Cyclones Idai and Kenneth, the Government and its international partners began the long and challenging emergency response and recovery efforts. The severity of the damage and loss, estimated at 3.2 billion, plus the underlying vulnerability and limited capacity in the affected areas have made the recovery effort much more difficult.  UNDP has been supporting the Government of Mozambique from the inception including providing policy and technical support for the International Pledging Conference that took place on 31st May and 1st June 2019 in the city of Beira. The International Pledging Conference yielded $1.3 billion in pledges from development partners. Both Government and development partners underscored the importance of building resilience and fast-tracking implementation.

Drawing from the PDNA and the DRF, UNDP’s vision of the cyclone recovery programme in Mozambique arises from key considerations related to development, governance and resilience. To realize this vision, UNDP has established a Recovery Facility funded through a UNDP-led multi-donor Basket Fund as an agile tool to implement short-to-long term recovery activities that will contribute to addressing the root causes of vulnerability and build resilience to future disaster. It has three important pillars:

1. (1) Help the communities recover from the impact of cyclone and floods and rebuild their assets and livelihoods with a focus on women and persons with disabilities;
2. (2) Rebuilding public and community infrastructure to bounce back from the disaster; and
3. (3) Develop national capacities and systems to plan and implement the recovery and resilience programme.

The Recovery Facility is being funded with the support of resources from the European Union, Canada, Finland, Netherlands and Norway along with UNDP. The programme’s total budget is $72.2 million. Given the mandate of the programme, size of resources and the imperative of fast-tracking implementation, UNDP has decided to establish a dedicated Programme Management Unit based in Beira.

In order to fulfill this mandate, under the guidance and supervision of the Programme Manager of the Programme Management Unit, and in direct oversight by the Head of Procurement Unit, the Procurement Analyst works in close collaboration with the operations, programme and project teams in the CO and Government officials to successfully deliver procurement services.

Duties and Responsibilities

1. Ensures elaboration and implementation of 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 design and functioning of a client-oriented procurement management system;
• Provide support and propose project Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows for the Procurement Unit;
• Elaboration and implementation of cost saving and reduction strategies;
• Implementation of contract strategy in the Project including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
• Implementation of the strategic procurement in the recovery facility Project including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

2. Manages and guides procurement processes for the UNDP Recovery Facility focusing on achievement of the following results:

• Timely and duly preparation of procurement plans for the Recovery Facility and monitoring its implementation;
• 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 UNDP rules and regulation;
• Management of procurement contracts for the Recovery Facility project and propose improvements of the internal control system which ensures that purchase orders are duly prepared and dispatched.
• Timely corrective actions on POs with budget check errors and other problems;
• Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement for the Recovery Facility project;
• Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies, IPs and UNDP non-DPC projects.

3. Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.

4. Ensures organization of logistical services focusing on achievement of the following results:

• Coordination of travel management;
• Shipments arrangements;
• Vehicle maintenance;
• Conference facilities arrangements related to the Recovery Facility;
• Timely conducted DSA;
• Travel Agencies;
• Vehicle maintenance;
• Hotel and conference facilities surveys for the Recovery Facility.

5. Ensures facilitation of knowledge building and knowledge sharing in the Project focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement;
• Synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Functional Competencies:

• Knowledge Management and Learning;
• Promotes a knowledge sharing and learning culture in the office;
• In-depth knowledge on development issues;
• Ability to advocate and provide policy advice;
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

• Ability to lead strategic planning, results-based management and reporting;
• Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP);
• Ability to introduce and implement strategic procurement, contract and sourcing strategy;
• Ability to lead implementation of new systems (business side) and affect staff behavioral/attitudinal change.

Management and Leadership:

• Focuses on impact and result for the client and responds positively to feedback;
• Leads teams effectively and shows conflict resolution skills;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates strong oral and written communication skills;
• Builds strong relationships with clients and external actors;
• Remains calm, in control and good humored even under pressure;
• Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

• Master’s Degree or equivalent in Business Administration;
• Public Administration;
• Finance;
• Economics or related field;
• Procurement CIPS certification would be an added value.

Experience:

• 5 years of relevant experience at the national or international level in procurement management.;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc);
• Advance knowledge of web-based management systems.

Language Requirements:

• Fluency in the English and Portuguese.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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