Procurement Analyst at UN Women

The Procurement Analyst will ensure that procurement process in the Region is in line with UN Women goals, plans and strategies and in compliance with applicable procurement policies and guidelines. The incumbent will assist the Regional Procurement Review Committee in ensuring compliance of procurement within the Region with corporate guidelines. S/he will keep the Regional Operations Manager aware of procurement and compliance issues within the Region that require the attention of the ESARO senior management team.

Duties And Responsibilities

Coordinate procurement oversight and guidance for strategic sourcing across the East and Southern Africa Region

• Ensure full compliance of procurement activities with UN Women rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
• Provide technical support in the procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the procurement in coordination with supervisor;
• Analyze and propose cost-saving and cost-reduction strategies in the Regional Office, programme presence offices and the region at large;
• Conduct periodic expenditure analyses to support the development of regional category management strategy, which shall account for establishment of long term/strategic relationships with key suppliers for recurring supplies and services;
• Manage the provision of goods and services for following established corporate procedures regarding review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations regarding eventual agreements;
• Participate in Regional Procurement Review Committees (R-PRC);
• Provide advice and support to M/COs to implement procurement guidelines and processes;
• Provide Regional Office and Country Office management with authoritative clarification/briefs/advice on the interpretation/application of UN Women Rules, Regulations and policies with respect to procurement;
• Inform management across the Region of the flexibility available (if any) to them to adapt procurement policies and practices to particular cases. In particular clarify to managers the implication establishing precedent setting exceptions;
• Use effective oversight tools to monitor and track procurement progress and compliance across the region.

Coordinate the efficient management of procurement processes for ESARO, MCOs/COs and POs

• Consolidate procurement requirements and prepare procurement plans for ESARO and POs, establishment of the deadlines and monitoring of their implementation;
• Establish and implement proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance of UN Women rules and regulations;
• Review the submissions to the Regional Procurement Review Committee (RPRC) to ensure completion of documents and quality of submissions;
• Manage procurement contracts and, upon delegation of responsibility, perform the functions of Manager Level 2 in Atlas for Purchase orders approval;
• Elaborate and implement the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Take timely corrective actions on POs with budget check errors and other problems;
• Manage the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement across the region.

Manage elaboration, introduction and implementation of sourcing strategy and e-procurement tools

• Develop and manage a roster of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanism;
• Keep abreast of on-going Long-Term Agreements (LTAs) and promote the use of LTAs in the region;
• Manage procurement functions through the e-procurement system and related online tools.

Coordinate efficient administrative services to ESARO, M/COs and POs

• Effectively manage office premises/facilities, management of space allocation, and travel;
• Coordinate with UNON units to ensure UN Women facilities are maintained;
• Oversee ESARO and POs assets control and management, including plan and supervision of asset verification;
• Liaise with UNDP to ensure required protocol services are available to UN Women and International Staff members;
• Coordinate support services for managing regional and country events as well as visit of high-level UN Women officials to Nairobi with appropriate authorities in Kenya and/or UNDP.

Participate in inter-agency activities related to procurement and administrative issues

• Represent UN Women in inter-agency meetings and working groups on procurement and administrative issues to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc.;
• Implement harmonized procurement services and elaboration of proposals/ analysis of requirements for inter-agency LTAs, introduction of joint procurement for the UN Agencies in line with the UN reform;
• Liaise with UNDP and other UN agencies on procurement and administrative issues, activities, and collaboration.

Contribute to knowledge sharing between ESARO, M/COs and POs

• Monitor procurement activities within the Region and report as required to HQ and RO management on trends and practice;
• Participate in the organization of training for the operations and programme staff on Procurement;
• Develop and support the development of training materials, webinars and other education materials;
• Synthesis of lessons learned and best practices in Procurement and inform Procurement Section HQ and Regional Director;
• Contribute to knowledge networks and communities of practice;
• Develop a simple data monitoring system on procurement issues at Regional Office that supplement (but does not duplicates) information/data available elsewhere within the Organization;
• Track implementation of Audit recommendations related to procurement within the Region and keep HQ and RD informed.

Key Performance Indictaors

• All procurement services and administration are provided in compliance with UN Women rules, regulations and policies;
• Procurement of goods and services are properly planned and executed in a timely manner;
• Timely and accurate implementation of procurement contracts and contracts related to administration for ESARO, M/COs and POs;
• Timely technical procurement advice and support to the Regional Office, M/CO management and Programme Presence Offices across the region;
• Effective use of e-Procurement tools across the region.

Competencies

Core Values

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Ability to plan in order to ensure smooth execution of project procurement;
• Ability to gain the cooperation of colleagues and clients; Client-oriented;
• Ability to identify possible challenges and minimizes risks, manage procurement risks, and factors-in risk-mitigation in decision-making;
• Ability to use technology and big data to identify supply chain trends and needs in UN Women procurement.
• Strong IT skills;
• Good negotiating skills.

Education And Certification

Required Skills and Experience

• Master’s degree in Business Administration, Public Administration, Finance, HR, or related field;
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree;
• Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset.

Experience

• At least 2 years of progressively responsible experience at the national or international level or at a regional level, in procurement;
• Experience in leading a team is an asset;
• Experience in working in a computer environment using multiple office software packages, experience in handling of web-based procurement management system and ERP systems, preferably Oracle-based;
• Experience in general administration is highly desirable;
• Work experience in the area of procurement within the UN system is an advantage.

Language Requirements

• Fluency in English is required;
• Knowledge of the other UN official working language is an asset.