Procurement Analyst Full-Time

The Position:

The Procurement Analyst post is located in the UNFPA Mozambique Country Office (CO) in Maputo and reports directly to the Operations Analyst under the overall guidance of the International Operations Manager and the Country Representative.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Main Tasks & Responsibilities

The Procurement Analyst would be responsible for:

• Prepare and update the consolidated Programme Procurement Plan on the basis of a review of relevant Annual Work Plans and ensure its timely implementation, guaranteeing the most economical and timely delivery of complete procurement portfolio within the context of the Programme;
• Liaise with the Senior Management Team and Programme Analysts/Specialists and advisors, in coordination (if required) with relevant Government Departments and NGOs, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA policies and procedures;
• Review procurement requests and initiate procurement procedures for equipment, supplies, commodities and services in a transparent and cost-effective manner; and recommend procurement decision. Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates;
• Monitor and evaluate effectiveness of procurement processes within the Country Office and ensure compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggests changes for improvement where and when necessary;
• Ensure coordination with UNFPA Procurement Services Branch (PSB) and Facilities Management Services, UNOPS and other UN procurement bodies for timely delivery and receipt of goods and services, release, acceptance and delivery of these to the destination point in a timely manner with due attention to quality assurance;
• Work closely with Ministry of Health on Reproductive Health (RH) commodities and Medical equipment as from ordering, tracking and reception. Ensures proper coordination between Implementing Partner (IP) and the Procurement Services Branch (PSB) through smooth flow of information, clearance (green light, MOZ number), and shipping documents. Follow up with the IP for timely clearance of consignments and update and monitor the status report to the office on regular intervals;
• Support in the implementation of the UNFPA Policy for Inventory Management, focusing on the recording, tracking, and reporting of Sexual and Reproductive Health (SRH) commodities / inventories with a particular emphasis on the operational control and financial reporting requirements aspects, including aspects such as physical receipt inspections, the security, control, maintenance and disposal of SHR commodities / inventory;
• Develop/maintain up-to-date accurate inventory of all equipment, products and supplies procured under the various programmes, conduct periodic random physical inspections, and take corrective measures in case of discrepancies identified, and prepare/produce annual inventory report(s);
• Contribute to preparation of annual donor report as required;
• Ensure that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented;
• Maintain up-to-date and complete records, documentation and filing of all procurement processes;
• Support IPs in proper storage and distribution of commodities and RH equipment as and when necessary.
• Develop and maintain a list of UN and UNFPA preferred suppliers;
• Fulfil the role of “Buyer” on the corporate management system (named Atlas) and other Atlas functions relating to procurement

Qualifications and Experience

Education:

Master’s degree in Business/Public Administration, Procurement and/or Logistics, engineering or similar discipline.

Knowledge and Experience:

• Up to two years of professional experience in the field of administration or office management;
• Specialized knowledge in the field of Procurement, Logistics and or Supply Chain;
• Certification in CIPS, procurement, logistics and supply chain, contract management, or similar fields preferred;
• Experience in international, public procurement or contracts and supplier management is highly desirable;
• Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage;
• Proven experience and track record in successfully managing bid processes for complex works, products and services;
• Experience in working in team and leading team projects is highly desirable;
• Knowledge of global health and pharmaceutical market and stakeholders is an asset, especially regarding sexual, reproductive and maternal health;
• Knowledge of legal aspects of contract management is an asset;
• Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), ERP (e.g. PeopleSoft, Oracle, SAP), E-filing system and other software applications is required.

Languages:

Fluency in English and Portuguese is required.