Summary
Date Posted: Friday, April 29, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of the Chief of Procurement in Headquarters and the daily supervision of the Operations Manager, the Procurement Analyst facilitates the management of procurement and promotes a strategic approach to sourcing within the Office in all areas from procurement process of goods and services, procurement contracts, long-term agreements, lease agreements. This facilitation role is designed to add value and effectiveness to the management of procurement within the office while in no way creating an added layer of bureaucracy between the field and CO, and all accountabilities and duties must reflect this overarching principle. In effect the incumbent acts as the interface between the field and CO on several procurement areas.

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

Duties and Responsibilities
Coordinate procurement oversight and guidance for strategic sourcing across the Uganda office.
• 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;
• Ensure all corporate procurement reporting and analysis is current and updated regularly
• 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 reduction strategies in the country Office and sub offices;
• 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 Local Procurement Review Committees (L-PRC) as an observer, when requested by Chairperson;
• Provide advice and support to the office to implement procurement guidelines and processes;
• Provide Country Office management with authoritative clarification/briefs/advice on the interpretation/application of UN Women Rules, Regulations and policies with respect to procurement;
• Use effective oversight tools to monitor and track procurement progress and compliance across the region.
Efficient management of procurement processes for Uganda.
• Consolidate procurement requirements and prepare procurement plans for Uganda and POs, establishment of the deadlines and monitoring of their implementation. Analysis and quality assurance of procurement plans for the office during the WP preparation and monitoring exercises;
• 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 Local Procurement Review Committee (L-PRC) to ensure completion of documents and quality of submissions;
• 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 in the office.
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 office;
• Manage and train, as required, personnel on use and implementation of the e-procurement and ERP system.
Coordinate efficient administrative services to Uganda.
• Effectively manage office premises/facilities, management of space allocation;
• Coordinate with other UN agencies to ensure UN Women facilities are maintained;
• Liaise with UNDP to ensure required protocol services are available to UN Women and International Staff members.
• Coordinate support services for managing country events as well as visit of high-level UN Women officials to Uganda with appropriate authorities.
Participate in inter-agency activities related to procurement and administrative issues
• Represent UN Women in inter-agency meetings and working groups on procurement issues to ensure UN Women’s interests are reflected in common system activities related to common services and premises;
• 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 issues, activities, and collaboration.
Contribute to knowledge sharing
• Monitor procurement activities within the office and report as required to CO 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 unit at RO;
• Contribute to knowledge networks and communities of practice.
• Develop a simple data monitoring system on procurement issues at country Office that supplement (but does not duplicate) information/data available elsewhere within the Organization;
• Track implementation of Audit recommendations related to procurement within the office.

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 to ensure smooth execution of project procurement.
• Ability to gains the cooperation of participants and clients; Client oriented
• Ability to: Identify possible challenges and minimizes risks and Manage procurement risk and complexity and factors in risk in decision-making.
• Ability to Uses technology and big data to identify supply chain trends and needs in UN Women procurement.
• Strong IT skills.
• Good negotiating skills

Required Skills and Experience
Education
• Master's degree (or equivalent) in Business Administration, Public Administration, Finance, HR, Procurement, Supply Chain Management, Law or other related field is required.
• 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
• A minimum of one year of progressively responsible experience in procurement, contract management, contract administration, logistics and supply chain management, administration or a related area is required.
• Experience using multiple office software packages including web-based management systems and ERP systems, preferably Oracle is required;
• Experience in leading a team is an asset;
• Experience in general administration is desirable;
• Procurement experience within the UN system practices would be an asset.

Language Requirements
• Fluency in written and spoken English is essential
• Working knowledge of another official UN language is an asset;
• Knowledge of Uganda and the Great Lakes region is an asset

Work Hours: 8

Experience in Months: 12

Level of Education: Postgraduate Degree

Job application procedure
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