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.

Office of Procurement’s mandate includes development and updating of procurement policy, providing procurement advisory and operational support to country offices and HQ units professionalisation of the procurement function. Procurement supports programme delivery in line with UNDP’s Strategic Plan and best practices in public sustainable procurement.  Procurement acts in accordance with rules and regulations, the accountability framework, and ensures appropriate risk management for UNDP.   Office of Procurement is a global team based in UNDP/HQ New York, Copenhagen/Denmark and in Cyberjaya/Malaysia, with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

Position Purpose:

Quantum Procurement Team as part of the Policy Team within Office of Procurement provides capacity building and support services to procurement system users globally as well as works closely with technical and development team to identify and implement system enhancements.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. This is a recognition of interconnected nature of development risks & crises that the world is facing and that call for assembling of multidisciplinary teams for an integrated & systemic response. Therefore, UNDP personnel are expected to work across issues, units, functions, teams and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration
Under the overall management of the Procurement Systems Specialist, the Procurement Systems Analyst will work as part of the UNDP Quantum Procurement team. He/she is responsible for responsible for effective delivery of procurement system support and services to ensure a smooth operation of the system and that users have adequate support and knowledge when using the system.

The Procurement System Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. The person will work in close collaboration with Quantum Procurement Support staff for resolving complex procurement-related issues and information exchange.

• Solving ad-hoc system issues faced by system users;
• Guide users on how to use and navigate the system on ad-hoc bases;
• Provide coaching and guidance on how to use the system for first time users.
• Conduct online trainings for users;
• Conduct classroom trainings or specific field office missions if necessary

Develop system user resource guides and tools. Office of Procurement will develop several training materials for internal and external users. The support analyst will assist in the development of these guides, more specifically:

• Develop specific parts of the guides as assigned by supervisor;
• Provide input in other parts of the guide development by other team members;
• Develop response templates for most frequently asked questions;
• Develop video recordings for system users;
• Assist with development of dashboards and other report

Supports the further enhancement and implementation of digital infrastructure of procurement system architecture to efficiently and cost-effectively meet UNDP’s needs for an effective and efficient procurement system:

• In full compliance with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective digital infrastructure and information management tools to provide client-oriented procurement management system.
• Support the Quantum Procurement team in identifying system enhancement and develop functional requirements.
• Participate in system development and testing for new enhancements and features in the system;
• Development and roll out of dashboards and reporting tools for procurement

Facilitate knowledge and capacity building, knowledge sharing:

• Identify, synthesize and document best practices and lessons
• Participate in and ensure sound contributions to knowledge networks and communities of practice on system related issues. Support establishment of knowledge platforms, facilitate innovative mechanisms for dissemination of knowledge, and develop knowledge resources and products to share with partners and to support UNDP’s engagement in this area.

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

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 and Technical:

Business Management – 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 input to the development of customer service strategy
  Look for ways to add value beyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns

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

Ethics – UN policy knowledge – ethics:

• Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Procurement – Procurement management:

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

Procurement – Sourcing:

• Ability to find, evaluate and engage suppliers of goods and services

Procurement – Supplier/relationship management:

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