Procurement Analyst

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 Office of Procurement is a part of the Bureau Management Services (BMS), in UNDP providing vital management support in areas such as administrative services, budget and finance, human resources, information and communications technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions. Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery. Despite its critical role, procurement as an operational service can be traced back to as recently as 1999, when UNDP transitioned from a developmental funding model to one that included direct execution projects in its portfolio. In the years following this shift in models, UNDP procurement experienced unprecedented growth in terms of its volume and complexity.

The Office of Procurement is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP's programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

The Global Procurement Services Division Health Team (GPSD-H) under the Office of Procurement is designed to cater the needs of GF funded programmes and other health implementation programmes, to ensure uninterrupted and timely supply of quality assured pharmaceutical and health products, to mitigate the risk associated with pharmaceutical and health related procurement, thereby preventing reputational damage and liabilities, to foster the partnership with agencies, maintain the framework agreements with manufacturers and qualified procurement agencies, to negotiate the best deals, thereby generating savings and volume discounts.

Position Purpose

Under the supervision of the Procurement Specialist in the GPSD-H responsible for planning, procurement architecture, and category management, the Procurement Analyst will support further development and monitoring of the procurement architecture health products according to UNDP policies, rules and regulations, particularly for medical devices, PPE, IVDs and Laboratory equipment and consumables and will support market research activities and contribute to the elaboration of new procurement strategies to respond to new service offers.

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

Duties and Responsibilities

Development and maintenance of procurement architecture to efficiently and cost-effectively meet UNDP's needs for the procurement of health products.

• Ensures compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
• Supports the implementation of effective internal control, proper design and functioning of a client-oriented procurement management system.
• Supports the conceptualization, elaboration, implementation and monitoring various Long-Term Agreements (LTAs), in line with UNDP Procurement Policies, rules and regulations, and UNDP Quality Assurance Policy for Health Products.
• Conducts market research and trend analysis to support the development of tailored procurement strategies and processes for health product categories.
• Supports the maintenance of the procurement architecture in place through Service Level Agreements (SLAs) with other partners and LTAs with manufacturers/suppliers of health products.
• Assists in the analysis of long-term procurement planning to inform decision making leading to most cost-effective means of procurement.
• Analysis of the prices and delivery times obtained through the procurement architecture in comparison to other procurement partners to further inform the evolution of the UNDP procurement architecture.
• Regularly liaises with partners and UNDP units (e.g., Office of Information Management and Technology) to harmonize the tools and systems to conduct forecasting and spend monitoring, including enterprise resource planning (ERP).

Ensure procurement service delivery to Country Offices through procurement arrangements with partners for health products, particularly medical devices, PPE, IVDs and Laboratory equipment and consumables.

• Liaises with UNDP Country Offices and Requisitioning Units to enable efficient and cost-effective procurement and logistics support for health products.
• Conducts procurement processes in response to specific needs and transmits Cost Estimates to Requisitioning Units.
• In coordination with Procurement Specialist conducts regular meetings with suppliers and liaises with procurement service partners to ensure timely and effective delivery of required goods and services.
• Support Country Offices on the year-end closures and closure for completed projects within the mandated period in order to meet the reporting requirements of donors and UNDP procedures.
• Identification and introduction of risk mitigation measures related to procurement and supply chain.
• Guides Country Offices on utilization of procurement architecture and facilitates communication with procurement services partners on complex and/or urgent cases.
• Guide Country Offices on the development and implementation of procurement strategies for complex cases.
• Mapping of procurement business processes and the elaboration/development of internal Standard Operating Procedures (SOPs) in procurement and proposes controls for the workflows.

Elaboration of innovative procurement strategies to respond to new demands/opportunities for health products.

• Compiles and analyses historical data for forecasting health products.
• Manages internal and external data requests relating to health products' supplies.
• Advise Country Offices on the establishment of dashboards and tools to regularly monitor the level of stocks to mitigate the risk of stock-outs.
• Participating and facilitating prequalification of supplies and distributors and support to assess compliance with UNDP's Quality Assurance Policy.
• Leading procurement processes participating in evaluation assessments and preparing submission to contract committees for review awarding contracts and timely establishment of LTA's and LTA extensions.
• Identifies areas for analysis and opportunities to support health procurement projects and complete reporting requirements (with partners and other bureaus).
• Participates in meetings with suppliers/other procurement partners, and prepares minutes, briefings, and presentations.

Contributes to knowledge management and partnerships in the thematic area of health products, particularly medical devices, PPE, IVDs and Laboratory equipment and consumables.

• Contribute to the corporate knowledge management activities in the procurement of health products, through the development of guidance materials, tools, to better guide Country Offices in the implementation of health programmes and to influence/advance dialogue in the thematic area within UNDP and beyond.
• Support the analysis/and collect best practices from countries in the thematic area and ensure that implementation is in line with international guidelines and recommendations.
• Support the development, maintenance, and updating of UNDP health products resources and information in operational manuals, Online training course, SharePoint resources and contributes and participate in relevant external networks, meetings, workshops, interagency working groups/forums, and partner meetings and supports training activities on the procurement of medical devices, PPE, IVDs and Laboratory equipment and consumables.
• Support the institutionalization of best practices and knowledge sharing among Country Offices, actively participate in UNDP and other relevant networks, communities of practices, knowledge-sharing events, and training.
• Any other activity assigned by the Procurement Specialist (Copenhagen).

Other duties:

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

Supervisory/Managerial Responsibilities :

• Manage and supervise procurement associates.

Competencies

Core - CoreBehaviouralCompetencies.pdf (undp.org)

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.

People Management

• UNDP People Management Competencies can be found in the dedicatedsite .

Cross-Functional & Technical competencies:

Business Direction and 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 Development - 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 with regular activities for optimal return on investment.
• Knowledge and understanding of key principles of project, programme, and portfolio management.

Business Management - Results-based Management

• Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results.
• Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools.

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 - Procurement Management

• The ability to acquire goods, services, or works from an outside external source.

Procurement - Supplier/ Relationship Management

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

2030Agenda- people - Health

• Inclusive social protection in the context of HIV and health
  

Required Skills and Experience

Education :

• Advanced university degree (master's degree or equivalent) in Business Administration, Economics, Commerce, Law, or Procurement and Supply Chain related field is required. Or
• A first-level university degree (bachelor's degree) in the above fields in combination with additional 2 years of relevant experience will be given due consideration in lieu of a master's degree.
• CIPS level 3 certification 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 CIPScertification at any level below at the time of application will have a proportionate advantage.

Experience :

• Minimum two (2) years (with master's degree) or four (4) years (with bachelor's degree) of progressively relevant professional experience in procurement of international health products is required.
• Field experience in developing countries, especially with crisis context is desired.
• Experience in procurement of pharmaceuticals, medical devices, PPE, IVDs and/or laboratory equipment and consumables is an asset.
• Experience in setting up framework agreements is an asset.
• Experience in the development of standard operating procedures for health products procurement processes is an asset.
• Experience in implementing innovative procurement initiatives is an advantage.
• Demonstrated experience in working with multiple partners in the thematic area of health products is an advantage.

Language Requirements:

• Fluency in English required.
• Working knowledge of French is an asset.