Procurement And Administrative 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.
  Job Purpose and Organizational Context

Hosted by the UN Development Programme (UNDP), the MPTF Office is the only United Nations unit exclusively dedicated to the design and administration of multi-stakeholder pooled financing instruments. Since 2003, it has supported over 200 UN-backed pooled funds, providing an integrated platform of inter-agency pooled fund services to help UN organizations and partners make fast and efficient progress towards collective outcomes, like the 2030 Agenda. The MPTF Office’s current portfolio is over $16 billion in total, with more than $1.8 billion per year in contributions and includes more than 150 active pooled financing mechanisms.   

The MPTF Office’s trustee and fund administration service is a standard setter in the UN System - professionalized, highly transparent and firewalled from all UN implementing entities. The MPTF Office has put in place a number of tools and systems to support its transparent and accessible fund administration services such as its digital platform the MPTF Office Gateway. As a shared UN service provider, the MPTFO operates in a distinct and dedicated business unit. It provides an integrated service platform that, in addition to core trust fund design and administration functions, provides complementary services to users like data analytics, research administration, and knowledge management.
  Duties and Responsibilities

Reporting to the Operations Analyst, the Procurement and Administrative Analyst is responsible for providing admin and procurement services to MPTFO and hosted Fund Secretariats performing a variety of administrative services with focus on Procurement and related IT processes ensuring high quality and accuracy of work:

1) Ensure timely and effective services provision to implement the office strategy 

• Delivers timely and solutions-focused client-oriented Procurement and related services as required to MPTFO and hosted Funds Secretariats
• Prepare required information and reports for audit exercises and senior management requests. 
• Ensures completeness of related information and documentation in support of cost-recovery of administratively hosted fund secretariat services
• Complete other tasks as assigned to support implementation of the strategic plan and business continuity of the office including back up support functions
  2) Ensure provision of administrative support services:
  • As required, provides back-up support with travel arrangements (creation of travel request, post travel claims) in coordination with Finance, as needed.
  • Support to Operations Analyst with coordination of assets, inventory and non-asset management in the office, timely preparation and submission of regular inventory/asset reports
  • Work with the Operations team with in-country protocol matters, registration of staff, including email activation/creation, and other administrative areas 
  • Ensure IT equipment is provided to personnel, within the office and is fully functioning through close engagement and coordination with ITM.

     

    3) Provides Procurement support services:

    • Implementation of proper procurement processes including organization of Requests for Quotations (RFQ), Invitations to Bid or Requests for Proposals (RFP) and/or IC selection, development of tender documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP’s procurement policy and processes. 
    • Prepares submissions and attends as required, the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
    • Prepares Purchase orders (PO) and contracts for approval in Quantum as per UNDP’s procurement processes.
    • Manages suppliers (registration/creation/updates) and provides timely solutions on related areas in coordination with Finance and as needed UNDP procurement unit, as needed.
    • Establishes and maintains rosters for key positions, lists for LTAs, including overview of performance assessments.
    • Performs the Buyer role in Quantum as required for this position. 
    • Maintains assigned information and knowledge products on SharePoint for administrative functions

       

      4) Facilitate knowledge building and knowledge sharing in MPTFO and with Fund Secretariats

      • Develop, organize and provide one-on-one or group briefings, training sessions on procurement, IT, travel and other administration related topics as applicable
      • Synthesis of lessons learnt and best practices and related 

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

                  

        Institutional Arrangement

        The Procurement and Administrative Analyst will report to the Operations Analyst, MPTF Office.

        Competencies 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 & Technical competencies   Thematic Area Name Definition Business Management Operations Management

        • Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 
        • Knowledge of relevant concepts and mechanisms 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 Contract Management
            • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement Data Analysis
              • Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making Procurement Strategic Sourcing
                • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement Procurement Management
                  • The 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 strategic and/or practical situations. 
                        Required Skills and Experience
                        Education:
                      • Advanced university degree  (master’s degree or equivalent)  in Management or Business Administration, Finance, Information Technology or equivalent is required. Or 
                      • A first-level university degree (bachelor’s degree) in the areas mentioned above,  in combination with an additional two years of qualifying  experience will be given due consideration in lieu of the advanced university degree .
                      • CIPS Level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year. Having the required CIPS certification at the time of recruitment is a distinct advantage. Experience:
                        • Up to two  (2) years (with a master's degree) or two (2) years (with a bachelor's degree) of progressively responsible experience in operations functions, primarily Procurement and administration, is required. Required skills:
                          • Demonstrated performance in delivering solutions-oriented client service 
                          • Experience and understanding of the financial implications of administrative, travel and procurement functions 
                          • Experience with ERP systems  Desired skills:   
                            • Experience in Procurement and contract management processes within UN system
                            • Experience in administrative, travel and IT processes within UN system
                            • Experience in supporting multi-locational teams/clients Required language:
                              • Fluency in English required; 
                              • Working Knowledge of French desired   Disclaimer
                                  Important information for US Permanent Residents ('Green Card' holders) 
                                  Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
                                  UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
                                  Applicant information about UNDP rosters
                                  Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
                                  Non-discrimination
                                  UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
                                  UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
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