Project Procurement Analyst

UNDP Careers

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

SEESAC is a joint initiative of the UNDP and the Regional Cooperation Council (RCC). As such, it is an integral part of UNDP’s work in the Europe and the Commonwealth of Independent States (ECIS) region and has, since 2002, worked primarily to strengthen the capacities of national and regional stakeholders to control and reduce the proliferation and misuse of small arms and light weapons, and thus contribute to enhanced stability, security and development in South East and Eastern Europe (SEE). SEESAC also has a distinguished record working closely with the Governments to advance gender equality.

The overall objective of the project is to contribute to international peace and security by combatting the threat posed by the widespread accumulation and illicit trafficking in small arms and light weapons and their ammunition in and from SEE. At the same time, it enhances regional stability by working within the framework of the RCC and in partnership with other relevant initiatives. The project is directly contributing to the implementation of the EU Security Strategy, the EU SALW (Small Arms and Light Weapons) Strategy, the EU Action Plan on Firearms Trafficking ; the Arms Trade Treaty, the UN Programme of Action on Small Arms and its International Tracing Instrument, the UN Firearms Protocol, UN Security Council Resolution 1325; and will specifically enhance regional cooperation in combating the threat posed by the spread of SALW and their ammunition. Specifically, the project is contributing to the implementation of the South East Europe Regional Implementation Plan Combatting the Proliferations and Impact of Small Arms and Light Weapons and the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of SALW and their ammunition in the Western Balkans by 2024. The project results are also directly contributing to the implementation of the Sustainable Development Goal 16 on peaceful and just societies, in particular targets 16.1(Significantly reduce all forms of violence and death rate everywhere) and 16.4 (significantly reduce illicit arms flows).

SEESAC is implementing the Council Decision 2019/2111 in support of SEESAC disarmament and arms control activities in South-East Europe in the framework of the EU Strategy to combat illicit accumulation and trafficking of Small Arms and Light Weapons (SALW) and their ammunition and Council Decision 2022/2321 in support of South-Eastern and Eastern Europe clearinghouse for the control of small arms and light weapons (SEESAC) for the implementation of the regional roadmap on combating illicit arms trafficking in the Western Balkans and to disarmament and arms control activities in South-East and East Europe. Further, with the support of European Union, represented by the European Commission, Directorate-General for Neighborhood and Enlargement Negotiations, through the Instrument for Pre-accession Assistance (IPA II), SEESAC is implementing the project Support for enhancing the fight against the illegal possession, misuse and trafficking of small arms and light weapons (SALW) in the Western Balkans. In addition to this, SEESAC is implementing the second phase of the Strengthening of Regional Cooperation on Gender Mainstreaming in Security Sector Reform in the Western Balkans project. The project facilitates regional cooperation on gender equality in the military and further strengthens the capacities of the Ministries of Defense and the Armed Forces for implementation of gender responsive policies. These initiatives continue to strengthen safety and security through regional cooperation in South East Europe.

Under the direct supervision of the SEESAC Project Manager, the PA ensures high quality of work, works in a team, ensures accurate, timely and properly recorded support to program implementation consistent with UNDP rules and regulations. The position requires a high level of initiative, learning motivation, attention to detail, multitasking, and excellent communication skills. The PA works in close collaboration with various stakeholders across South East and East Europe.

Duties And Responsibilities

The Project Analyst will support the implementation of the SEESAC Projects by realizing planned procurement activities as well as ensuring high quality of work in a team, accurate, timely, and properly recorded support to program implementation consistent with UNDP rules and regulations. The position requires a high level of initiative, learning motivation, attention to detail, multitasking, and strong communication and people management skills. The Project Analyst will work in close collaboration with various stakeholders across South East and East Europe.

Actively Participate To Effective, Efficient And Accountable Implementation Of Procurement Activities Within The UNDP SEESAC Portfolio And Specifically As a Member Of SEESAC Operations Team, Focusing On The Achievement Of The Following Results

  • Carry out tender management operations in accordance with procurement principles, rules, regulations and processes;
  • Develop and manage procurement activities related to the procurement of goods , services and works taking into account various strategic objectives at the project level as well as various parameters and conditions;
  • Prepare and participate in the distribution of, requests for proposals, Invitations for Bids, Request for Quotations, Requests for expressions of interest and manage/conduct all aspects of application/bid/proposal evaluations;
  • Support relevant project officers draft, review, and finalize Terms of Reference (TOR’s) and pre-qualification documents /technical specifications of supplies, equipment and individual consultant, etc.;
  • Support drafting guidelines, tender dossiers and bidding documents for all types of projects in line with regulations, and customize the same to fit within the project bidding strategy and specific circumstances;
  • Participate in the pre-qualification/shortlisting processes as well as the full evaluation cycle of proposals, applications or bids, ensuring compliance with rules and regulations;
  • Participate in contract negotiations; Ensure full integrity of the procurement process in compliance with rules, regulations and set objectives.
  • Provide technical support to the suppliers, identifying the issues they have in regards the system and initiate requests for solutions
  • Maintenance of close cooperation with responsible partners, institutions to ensure effective implementation of the activities and delivery of outputs in a timely manner;
  • Support preparation of reports, briefs, talking points and other relevant material on project activities;
  • Contribution to the Project Works Plans and preparation of procurement plans, presentations and papers as the needs of the project arise;
  • Participates as required in the organization of meetings, training sessions, conferences.

Provide Quality Advisory Services To The Programme And Supports Facilitation Of Knowledge Building And Management, Focusing On Achievement Of The Following Results

  • Ensure that the objectives of contracts are met efficiently, effectively and economically; oversee adherence to contractual administrative provisions;
  • Monitor risks, anticipate changes, and settle issues in the best interest of the UNDP process amendments and extensions of contracts;
  • Support in advising concerned parties on contractual rights and obligations, ensuring the correct conformity and timely provision of deliverables/outcomes in accordance with set conditions;
  • Ensure satisfactory completion and post-completion of provider roles and responsibilities;
  • Participate in acceptance processes ensuring compliance with contractual obligations during warranty and Defects Liability Period;
  • Identification and synthesis of best practices and lessons learned directly linked to UNDP SEESAC portfolio;
  • Sound contributions to knowledge networks and communities of practice.

Support maintenance of strategic partnerships and implementation of the resource mobilization strategy, focusing on achievement of the following results:

  • As a part of the SEESAC Operations Team, keep up to date on partnerships related issues; identify possible areas of cooperation, identify opportunities for initiation of new projects, active contribution to the overall UNDP SEESAC effort in resource mobilization;
  • Contribute to design and formulation of new projects in consultation with national counterparts, translating priorities into local interventions, as the needs and opportunities arise.

Institutional Arrangement

The Project Analyst will conduct her/his duties under the direct supervision of the SEESAC Project Manager. The Project Analyst will be based in the UNDP Serbia Country Office/SEESAC and will take regular travels to the region in support of his/her functions.

Competencies

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 Direction & Strategy – Strategic Thinking

  • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.

Business Management – Project Management

  • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

2030 Agenda: Prosperity – Inclusive Growth

  • Urban Community Infrastructure /Assets.

Education

Required Skills and Experience

  • Master´s degree (or equivalent) in project management, procurement, social sciences, law or relevant related field is required.
  • Bachelor’s degree in combination with 2 additional years of qualifying experience will be given due consideration in lieu of Master´s degree.

Experience

  • Up to 2 years (with Master’s degree) or minimum 2 years (with Bachelor’s degree) of progressively responsible work experience related to procurement in international organizations is required.

Language

  • Excellent knowledge of written and spoken English and one of the local languages of the region is required.

Required Skills

  • Experience in conducting procurement processes at the international, national, regional, and local levels;
  • Experience in provision of technical advice and development of procurement documents and related activities;
  • Practical knowledge and expertise in the preparation of working arrangements and maintaining successful relations with national counterparts in the fields mentioned above;
  • Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP.

Desired Skills

  • Knowledge of UNDP rules and procedures would be an asset;
  • Experience in UNDP procurement system will be considered as strong asset;
  • Proven ability to express ideas clearly, to work independently and as a member of the team;
  • Proficient analytic and writing skills;
  • Experience in displaying cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Specialized training or certification in procurement, CIPS, and/or supply chain management will be considered as strong asset;
  • Knowledge of the existent legal and institutional and regional frameworks in the public procurement sector in the Western Balkans;
  • Excellent understanding of the security, political and economic situation in the Western Balkans.

Professional Certificates.

  • 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.

Disclaimer

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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