As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.
Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team.
Under the guidance and direct supervision of the DCD (Operations), the Procurement Analyst supervises CO Procurement Unit, responsible for effective delivery of procurement services in order to obtain the best value for money. He analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff and Government officials to successfully deliver procurement services.
Duties and Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Management of procurement processes
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 UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
Analysis of requirements and synthesis of proposals for cost saving and reduction strategies;
Synthesis of proposals and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
Manages and guides procurement processes for CO, NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results:
Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation;
Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Management of procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas for Purchase orders approval;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.
Ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
Management of e-procurement module.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the operations/ projects staff on Procurement;
Synthesis of lessons learnt and best practices in Procurement;
Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the overall CO efficiency in procurement management and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched and documented information, timely and appropriate delivery of services, introduction of e-procurement ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
Building Strategic Partnerships;
Promoting Organizational Learning and Knowledge Sharing;
Job Knowledge/Technical Expertise;
Promoting Organizational Change and Development;
Design and Implementation of Management Systems;
Promoting Accountability and Results-Based Management.
Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field. Procurement Certification will be required.
Two years of relevant experience at the national or international level in procurement management;
Additional years of experience is an advantage;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.
Fluency in English required;
Kiswahili language desired.
Online application, Click Here