Procurement Analyst (Open to Rwanda nationals only) at UNDP – United Nations Development Programme: (Deadline 10 January 2024)

In Rwanda, UNDP plays a crucial role in providing quality advisory services and developing national and local capacities to achieve the country’s development goals. The Rwanda Country Office aligns its efforts with the UNDP corporate strategic plan, the One UN Sustainable Development Cooperation Framework, and the UNDP Rwanda Country Program. The office aims to foster a greener, more resilient, and inclusive society through collaboration with national and local partners. UNDP’s focus in Rwanda includes promoting transformational governance, which is not only a key component of the UNDP strategic plan but also a pillar of the Rwanda National Strategy for Transformation.

The UNDP Rwanda Country Office is currently recruiting a Procurement Analyst to lead the Procurement unit portfolio. The Country Office aims to advance the development of all people in Rwanda, as outlined in the UNDP Country Programme.

The Procurement Analyst will work under the strategic guidance and direct supervision of the Operations Manager. The Procurement Analyst supervises or is a team member of the CO Procurement Unit responsible for effective delivery of procurement services to obtain best value for money in large offices.  S/he analyzes and interprets financial results and regulations, and provides solutions to a wide spectrum of complex issues related to procurement. The procurement analyst promotes a collaborative and client-focused, quality and results-oriented approach in the Unit.

The Procurement Analyst works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategic priorities through effective internal controls and properly used client –oriented procurement management system;
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and manage workflows in Procurement Unit;
• Discuss procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment;
• Conceptualizes, elaborates and implements strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement. 

2) Manage and guide procurement processes for CO, projects, and other UN Agencies.

• Ensure timely and duly preparation of procurement plans for the office and projects, and monitor their implementation;
• Manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt of quotations, bids or proposals, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Review and certify submission of documents to internal procurement review committees (CAP, RACP and ACP);
• Ensure management of procurement contracts and perform delegated responsibilities in procurement for Purchase Orders approval. Implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems;
• Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.

3) Introduce and implement strategic sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.

• Develop and manage rosters of suppliers;
• Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms;
• Develop Long-Term Agreements/Frameworks Agreements for more efficient category management;
• Manage and implement e-procurement system in CO.

4) Facilitates procurement knowledge building and knowledge sharing in CO, Region, UNDP and UN.

• Organize procurement training for the operations and project staff;
• Organize procurement training for vendors on e-procurement modules;
• Synthesize lessons learned and best practices in procurement;
• Make sound contributions to knowledge networks and communities of practice;
• Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build and/or /maintain coalitions/partnership.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Functional/Technical competencies

Procurement

• Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

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 

• Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Business Direction & 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.

Business Management :Portfolio Management

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity;
• Ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Management 

Risk Management: Ability to identify and organize action around mitigating and proactively managing risks. 

• Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Economics, Finance, Procurement, Supply Chain or related field is required.
• A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

• Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management;
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.