Procurement and Administration Analyst (Nationals Only) at UNCDF – United Nations Capital Development Fund: (Deadline 15 March 2024)
The United Nations Capital Development Fund (UNCDF) is the UN’s capital investment agency for the world’s least developed countries (LDCs). To fulfill the shared vision outlined in the post-2020 Global Biodiversity Framework, the UNCDF asserts that nature must become a central pillar of economic and financial decision-making. That is, there must be a strategic shift from viewing nature as a resource to treating nature as an asset.
As part of this new era of action for nature, UNCDF’s nature finance flagship – the Nature Assets Team (NAT) – works to structure and deploy tailored financial mechanisms and leverage innovative blended finance approaches that protect key biodiversity areas while facilitating nature-positive economic transformation.
To accelerate a strategic shift in the way financial markets and their participants engage with nature, the NAT is creating market pathways and demonstrating replicable solutions that both protect and harness the power of nature assets for long-term conservation, stability, food security, climate adaptation, and economic development. Through multi-partner, blended financing structures, the NAT plays a key role in de-risking private investment and mainstreaming nature-positive business models across sectors in emerging and frontier markets.
NAT works with development partners and relevant domestic and regional stakeholders to identify investment opportunities that are aligned with national development plans, priorities and needs, bear high SDG impact, and offer strong potential for private capital mobilization. Engagement is further underpinned by the need to galvanize innovations from groups who understand the complex regional dynamics of biodiversity loss and are most affected by its repercussions, especially women, youth, Indigenous peoples and local communities. To achieve its mandate, NAT implements through its growing suite of blue and green catalytic investment vehicles, which currently includes:
- Global Fund for Coral Reefs (GFCR)
- DRC & Burundi Peace and Conservation Programme
- Africa Adaptation Initiative (AAI) Food Security Accelerator
- The Nature Facility in partnership with UNDP and UNESCO
- Forest Investments for Responsible and Sustainable Transformation (FIRST)
The position will be working in close coordination with UNCDF FMS – Office of Finance and Management Services regional team and will be supporting the UNCDF Nature Assets Team in the areas of Procurement, Administrative Support, and Travel Coordination.
Procurement Lead: Review procurement requests, initiate procedures, and administer the receipt of quotations, bids, and proposals, ensuring compliance with UNDP/UNCDF regulations. Create, maintain, and monitor vendor profiles in Quantum. Handle purchase orders, contracts, and payments, including addressing errors and issues.
Travel Coordination: Efficiently arrange and manage travel logistics for the team, including visa processing, clearances, and inventory reports. Conduct physical verification check-ups for office and project inventory.
Administrative Support: Provide inputs for mapping administrative business processes and implementing standard operating procedures (SOPs). Coordinate and manage administrative services for events and workshops, covering venue reservations, travel arrangements, and document processing.
Lead the Administration of Procurement Services
- Review procurement requests and initiate procurement procedures, ensuring accuracy and compliance with UNCDF regulations, rules, policies, and procedures.
- Prepare purchase orders and contracts within and outside the Quantum system, ensuring timely dispatch.
- Create and maintain vendor profiles in Quantum.
- Perform the role of a buyer in Quantum for procuring goods and services, which entails driving and coordinating the Sourcing process of procurement.
- Take prompt corrective actions on purchase orders with budget check errors and other issues.
- Coordinate with Finance focal points the payments processes for contracts and agreements, including the preparation of required support documentation and certifications.
- Introduce and revise vendor information within the Quantum system.
- Prepare contracts and grants in compliance with UNDP/UNCDF rules, regulations, policies, and procedures.
- Share the lessons learnt and provide contributions to knowledge networks and communities of practice.
- Other procurement related tasks.
Travel Coordination
- Oversee local and international travel for the team.
- Support travel-related coordination for the Nature Assets Team, including liaison with UNCDF travel agents to secure trip itineraries.
- Arrange team travel, prepare travel authorizations, and manage all related requirements, including visas and clearances.
- Ensure all Nature Assets Team travel complies with UNDP/UNCDF guidelines and procedures. Facilitate and manage all approval processes.
Administrative Support Services
- Prepare inventory reports and conduct inventory and physical verification check-ups in the office and projects, as needed.
- Ensure compliance with all UNDP/UNCDF administrative guidelines and procedures, and strict adherence with the UNDP/UNCDF Operational Manual.
- Coordinate and manage all administrative services for events and workshops as necessary, including venue arrangements, travel logistics, hotel reservations, etc.
- Coordinate data and reports and facilitate the presentation of information for project audits.
- Support onboarding of newcomers focusing on understanding the GFCR/NAT culture, UNCDF policies and procedures.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Supervisory/Managerial Responsibilities: N/A
Core Competencies:
- 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:
Business Development – Knowledge Generation
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Business Management – Risk Management
- Ability to identify and organize action around mitigating and proactively managing risks.
Business Management – Operations Management
- Ability to effectively plan, organize and oversee the organizations business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms.
Administration & Operations – UN travel documents
- Knowledge of regulatory frameworks and processes related to UN travel documents.
- Ability to facilitate the insurance of UN travel documents for UNDP and UN agencies.
- Processing of visas and ensure oversight and endorsement.
Administration & Operations – Documents and records management
- Overall document (hard or electronic) management.
- Registry and retention policy including storing and archiving.
Ethics – UN policy knowledge – ethics
- Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
Communications – Writing and editing
- Ability to create and/or edit written content in different UN languages.
- Advanced university degree (Master´s degree or equivalent) in Public Administration, International Relations, Finance, Economics and/or other relevant field is required, or
- A first level university degree (Bachelor’s degree) with an additional two years of experience in the above-mentioned fields 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.
- Up to 2 years (with Master’s degree) or a minimum of 2 years (with Bachelor’s degree) of overall working experience in administration services and procurement is required.
- Experience with a focus on development projects is preferred.
- Previous experience within the UN system, with proficiency in using Quantum (formerly ATLAS), is highly desirable.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems required.
- Demonstrated experience in procurement and managing RFP processes within the UN system is desired.
- Excellent computer skills are required for this role.
- Experience working with a development organization would be an added advantage.
- Prior experience with UN/UNCDF or another donor agency is desirable.
Language:
- Fluency in English and local language is required.
- Working knowledge in French would be a strong asset.
NOTE: Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable).
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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