Procurement Analyst

Based in Geneva, Switzerland, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices in the region, providing management and financial/programmatic oversight of Global and Country specific Portfolios, Clusters and Operations Centers including hosting services, fund management, management advisory services, implementing projects, procuring goods and services and managing human resources.

ECR operates its Global Portfolios from offices in Geneva and New York. 

In the discharge of her/his duties, the Procurement Analyst works effectively and efficiently, ensuring timely and cost-effective support to internal clients in accordance with the UNOPS’ Financial Rules & Regulations and the Procurement manual.

Summary of Key Functions 

• Implementation of procurement and operational strategies
• Procurement planning
• Management of procurement cycle
• LTA and contract management
• Implementation of sourcing strategy and e-procurement tools
• Facilitation of knowledge building and knowledge sharing

Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.
• Contribution to the office’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management.

Under guidance of the Supervisor, plans procurement actions for acquisition of standard and complex goods and services for ad hoc transactions and/or establishment of Long Term Agreements (LTA’s), focusing on achievement of the following results:

• Planning of schedules and priorities as well as identification of correct procurement course of action for the goods or services in question
• Preparation of technical specifications/TOR
• Providing technical advice to internal clients on best procurement methodology, including: guidance and assistance with UNOPS’ procurement rules and regulations, policies, development of specifications/TOR, establishment of evaluation criteria, evaluation of bids/proposals, etc.
• Conducting market research to keep abreast of market developments for goods and services to be tendered, including  availability and new potential sources of supply
• Analysis of logistic solutions to determine the best value for UNOPS for  shipment

Manage the procurement cycle for ad-hoc transactions and the establishment of LTA’s for the assigned commodity group, for both standard and technically complex procurement operations for goods and services, focusing on achievement of the following results:

• Creation of shortlists of suitable suppliers (includes extensive market research for some products).
• Preparation of solicitation documents for both standard and complex strategic and operational procurement actions: (ITBs, RFQs and RFPs), including terms or reference or specifications relating to each case as well as specific terms and conditions.
• Evaluation of ITB/RFPs and drafting of LC / HQCPC submission or Note for file as required, following provisions of Procurement Manual and FRR and preparing purchase order/contract for award of work or LTA as the case may be.
• Ensuring timely and safe delivery of goods and services as ordered
• Maintenance of effective relations and correspondence with clients, donors, governments and suppliers during the whole process.

• Preparation of non-staff contracts/POs and necessary amendments ensuring conformity with template UNOPS documents;
• Follow-up signing of contracts, POs by vendors;
• Obligation of funds in oneUNOPS and obtaining of appropriate signatures for approval;
• Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors;
• Maintenance of contracts, PO filing system;
• Ensuring supplier’s compliance to contract and/or Long Term Agreement;
• Information management to internal clients;
• Timely corrective measures taken to ensure smooth contract fulfillment;
• Timely follow-up to ensure LTA extensions and/or fresh bidding exercises if required
• Conduct of secondary bidding exercises against LTAs and guidance to UNOPS colleagues through the process when required;
• Conduct of corporate procurement planning exercise on half yearly basis to determine any goods or services for which LTAs could be established.
  
  

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Management of e-procurement module.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information
• Participation in the trainings for the personnel on Procurement.
• Sound contributions to knowledge networks and communities of practice

A bachelor's university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Knowledge Management and Learning

• Promotes a knowledge sharing and learning culture in the office
• In-depth knowledge on development issues
• Ability to advocate and provide policy advice
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to analyze procurement service requirements
• Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP).
• Ability to apply organizational policies and procedure
• Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change
• Strong analytical skills

Management and Leadership

• Focuses on impact and result for the client and responds positively to feedback
• Leads teams effectively and shows conflict resolution skills
• Consistently approaches work with energy and a positive, constructive attitude
• Builds strong relationships with clients and external actors.
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.