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) 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) Rebuilding public and community infrastructure to bounce back from the disaster; and (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 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 Field Office based in Beira.

Position Purpose

Under the overall guidance of the CO Procurement Specialist and the direct supervision of the Head of Field Office, the Procurement Analyst will be responsible for the effective delivery of procurement services for all UNDP programming in the north and central provinces, as managed by the Beira Field, in order to obtain the best value for money. The Procurement Analyst manages the procurement 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 all tasks. The Procurement Anlayst works in close collaboration with the Operations, Programme and project teams in the Maputo office and UNDP HQs staff, as relevant, as well as with Government officials, to successfully deliver procurement services. The Procurement Analyst will work under the overall guidance of the CO Procurement Specialist and the direct supervision of the Beira Field Office Manager.

Duties and Responsibilities

Scope of Work

• Procurement Planning and Implementation;
• Efficient Procurement Process Management;
• Supplier Management and E-Procurement Introduction;
• Coordination, Capacity Building, and Stakeholder Engagement.

Procurement Planning and Implementation:

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies;
• Develop and implement internal controls to establish a client-oriented procurement management system;
• Map business processes and establish Standard Operating Procedures (SOPs) for procurement operations;
• Develop and implement cost-saving and reduction strategies;
• Conceptualize, elaborate, and implement contract strategies, including tendering processes, contractor evaluation, and contract negotiations;
• Oversee risk assessment and legal considerations related to procurement processes;
• Develop and implement strategic procurement approaches, including sourcing strategy, supplier evaluation, customer relationship management, and e-procurement tools.

Efficient Procurement Process Management:

• Lead the timely preparation and implementation of procurement plans for the sub-office and projects;
• Establish a robust monitoring system for procurement processes, ensuring compliance with UNDP procurement rules and regulations;
• Organize and oversee the execution of RFQs, ITBs, and RFPs, including bid evaluation and contract negotiations;
• Certify submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Manage procurement contracts and oversee purchase order approvals in Atlas as delegated;
• Ensure effective internal controls for procurement activities, addressing budget errors and ensuring smooth transaction flows;
• Implement and supervise procurement process monitoring systems to identify and mitigate deficiencies;
• Supervise the preparation of cost-recovery bills for procurement services rendered to UN agencies;
• Promote and implement harmonized procurement services and joint procurement initiatives within the UN system.

Supplier Management and E-Procurement Introduction:

• Develop and manage supplier rosters and frameworks;
• Implement supplier selection and evaluation mechanisms to ensure quality, performance, and compliance;
• Promote and oversee the introduction of e-procurement tools to enhance efficiency and transparency;
• Ensure continuous supplier performance monitoring and improvement initiatives;
• Strengthen supplier engagement through regular assessments and capacity-building initiatives.

Coordination, Capacity Building, and Stakeholder Engagement:

• Provide technical procurement support to operations, programme, and project teams across UNDP Mozambique;
• Collaborate with government officials, project managers, and stakeholders to enhance procurement efficiency;
• Ensure procurement capacity development through training sessions and mentorship for project staff;
• Provide technical advice to the Sub-Office Operations Manager and Country Office Procurement Specialist on procurement matters;
• Strengthen knowledge sharing and best practices within the procurement team and across UNDP Mozambique;
• Represent UNDP Mozambique in inter-agency procurement working groups, ensuring strategic alignment with UN reforms.

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

Impact Of Key Results

The key results have an impact on the overall Field Office programme efficiency in procurement management and in the successful establishment and implementation of operational strategies, including in support to programmes. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services, introduction of e-procurement, ensuring client satisfaction and overall timely delivery of UNDP programmes and projects.

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 discrimination.

Cross-Functional & Technical Competencies

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.

Procurement

• Strategic Sourcing
  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Procurement Management
  • The ability to acquire goods, services or works from an outside external source.
• Procure-to-pay
  • Knowledge of purchase-to-pay cycles, concepts, principles and policies, 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.

Business Development

• Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs;
  • Provide inputs to development of customer service strategy;
  • Look for ways to add value beyond clients immediate requests;
  • Ability to anticipate client’s upcoming needs and concerns.

Required Skills and Experience

Education

• 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 a relevant field 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 highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

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.

Required Skills

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems.

Desired Skills

• Experience in the UN and/or UNDP procurement rules and procedures is desired;
• Procurement experience in Crisis/Stabilization/Recovery context is desirable;
• Experience working in crisis settings is desired.

Required Language(s)

• Fluency in Portuguese and English is required.

Professional Certificates

• CIPS Level 3 is highly desired.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

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