Job description
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.
The role of the UN Women ESARO in relation to UN Women’s presence within the region is to provide: strategic programme development and policy/technical advice; programme and operational oversight, support and quality assurance; monitoring and support in the formulation and implementation of high quality and relevant country programmes/projects and oversee the appraisal and approval of UN Women programmes in line with corporate strategies, policies and guidelines. UN Women ESARO also provides support to UN Women’s presences in the region on UN Interagency Coordination, in close consultation with UN Women Headquarters Coordination Division; and through participation the UNDG Regional Team to ensure that gender equality and women’s empowerment issues are well integrated into UN planning and programming processes.
Under the overall guidance of the Chief of Procurement in Headquarters and the daily supervision of the Regional Operations Manager, the Procurement Analyst facilitates the management of procurement and promotes a strategic approach to sourcing within the Region 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 Region while in no way creating an added layer of bureaucracy between the field and HQ, and all accountabilities and duties must reflect this overarching principle. In effect, the incumbent acts as the interface between the field and HQ on several procurement areas.
The Procurement Analyst will ensure that procurement process in the Region are in line with UN Women goals, plans and he/she will ensure that procurement process in the Region are in line with UN Women goals, plans and strategies and in compliance with applicable procurement policies and guidelines. The incumbent will assist the Regional Procurement Review Committee in ensuring compliance of procurement within the Region with corporate guidelines. S/he will keep the Regional Operations Manager aware of procurement and compliance issues within the Region that require the attention of the ESARO senior management team.
Duties and Responsibilities
Coordinate procurement oversight and guidance for strategic sourcing across the East and Southern Africa Region:
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;
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 Regional Office, programme presence offices and the region at large;
Conduct periodic expenditure analysis 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 Regional Procurement Review Committees (R-PRC);
Provide advice and support to M/COs to implement procurement guidelines and processes;
Provide Regional Office and Country Office management with authoritative clarification/briefs/advice on the interpretation/application of UN Women Rules, Regulations and policies with respect to procurement;
Inform management across the Region of the flexibility available (if any) to them to adapt procurement policies and practices to particular cases. In particular clarify to managers the implication establishing precedent setting exceptions;
Use effective oversight tools to monitor and track procurement progress and compliance across the region.
Manage efficient management of procurement processes for ESARO, MCOs/COs and POs:
Consolidate procurement requirements and prepare procurement plans for ESARO and POs, establishment of the deadlines and monitoring of their implementation;
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 Regional Procurement Review Committee (RPRC) to ensure completion of documents and quality of submissions;
Manage procurement contracts and, upon delegation of responsibility, perform the functions of Manager Level 2 in Atlas for Purchase orders approval;
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 across the region.
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 region;
Manage the e-procurement system.
Coordinate Efficient Administrative Services To ESARO, M/COs And POs
Effectively manage office premises/facilities, management of space allocation, and travel;
Coordinate with UNON units to ensure UN Women facilities are maintained
Oversee ESARO and POs assets control and management, including plan and supervision of asset verification.
Liaise with UNDP to ensure required protocol services are available to UN Women and International Staff members.
Coordinate support services for managing regional and country events as well as visit of high-level UN Women officials to Nairobi with appropriate authorities in Kenya and/or UNDP.
Participate in inter-agency activities related to procurement and administrative issues:
Represent UN Women in inter-agency meetings and working groups on procurement and administrative issues to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc.;
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 and administrative issues, activities, and collaboration.
Contribute To Knowledge Sharing Between ESARO, M/COs And POs
Monitor procurement activities within the Region and report as required to HQ and RO 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 Section HQ and Regional Director;
Contribute to knowledge networks and communities of practice;
Develop a simple data monitoring system on procurement issues at Regional Office that supplements (but does not duplicates) information/data available elsewhere within the organization;
Track implementation of Audit recommendations related to procurement within the Region and keep HQ and RD informed.
Key Performance Indicators
All procurement services and administration are provided in compliance with UN Women rules, regulations and policies;
Procurement of goods and services are properly planned and executed in a timely manner;
Timely and accurate implementation of procurement contracts and contracts related to administration for ESARO, M/COs and POs;
Timely procurement advice and support to the Regional Director, M/CO management and PO across the region.
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 use 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 and certification:
Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or 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
At least 2 years of progressively responsible experience at the national or international level or at a Regional level, in procurement;
Experience in leading a team is an asset;
Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft;
Experience in general administration is highly desirable;
Work experience in the UN system is an advantage.
Language Requirements
Fluency in English is required;
Knowledge of the other UN official working language is an asset.
