Friday, April 7, 2017

UNDP,Procurement Analyst Jobs in Rwanda

CLOSE: 11/04/201

Agency: UNDP
Title: Procurement Analyst
Job ID: 9099

Practice Area - Job Family: Management - PROCUREMENT
Vacancy End Date: 11/04/2017 (Midnight New York, USA)
Duty Station: Kigali, Rwanda
Contract Duration: 1 Year with possibility for extension


Under the guidance and direct supervision of the Deputy Country Director (Operations), the Procurement Analyst is responsible for management of the Procurement Team, effective delivery of procurement services in order to obtain the best value for money.  He / she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement and contract management. The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Procurement Analyst supervises and leads the staff of the Procurement Team. He / She is in close collaboration with the Operations and Programme Teams within the CO, and project teams and other UN agency staff,  UNDP HQ staff and Government Officials to successfully deliver procurement services.

Duties and Responsibilities

Summary of Key Functions:

  • Elaboration and implementation of operational strategies for CO and UN under DaO;

  • Management of procurement processes;

  • Introduction and implementation of sourcing strategy and e-procurement tools.

  • Control of CO Assets.

  • Contract management.

  • Facilitation of knowledge building and knowledge sharing

  • Promotion of gender equality in the procurement process.

Ensures elaboration and implementation of operational strategies for CO and UN under Delivering as One, focusing on achievement of the following results:

  • Elaboration of proposals and implementation of harmonized common procurement services for the UN in Rwanda, and introduction of joint procurement for the UN Agencies under the ‘Delivering as One’ initiative;

  • Active participation and effective contribution to the UN Procurement Working Group.Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.

  •    CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Team.

  • Elaboration and implementation of cost saving and reduction strategies.

  • Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, establishment of Long Term Agreements with vendors and performance management.

Manages and guides  procurement processes for CO and other UN agencies, focusing on achievement of the following results:

  • Timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation;

  • Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation. Management of processes for procurement of services.

  • Review and certification of submissions to the Contracts, Assets and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

  • Development of concrete Key Performance Indicators (KPIs) to measure the overall performance, in order to ensure progress of the overall business trend and soundness of processes. Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement in line with relevant UNDP procedures, budgets, time frames and compliance requirements.

  • Preparation of cost-recovery bills in Atlas for procurement services provided by the CO;

  • Preparation and submission of monthly progress report as well as well regular updates on the prevailing procurement situation, progress and analysis of any other pertinent issues that affect Programme implementation and delivery;

  • Establishment of a routine of defining and approving detailed procurement plans for the different projects to provide opportunities for Long Term Agreements.

Ensures introduction and implementation of sourcing strategy and e-procurement tools, focusing on achievement of the following results:

  • Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;

  • Develop complementary tools to enhance efficient administrative and financial operations of the procurement of goods and services.

Ensures proper control of CO Assets focusing on achievement of the following results:

  • Elaboration and implementation of inventory management in accordance with UNDP Assets Management Guidelines and IPSAS standards once this is rolled out;

  • Implementation of mandatory Inventory and physical verification control in the CO and projects in accordance with prescribed frequency and reporting requirements;

Ensures effective administration and management of of contracts, focusing on achievement of the following results:

  • Administration of award of contracts according to UNDP procedures.

  • Implements contract strategy including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, risk assessment and quality management.

  • Follow up with vendors on contract implementation and any contractual variations and/or changed orders.

  • Preparation of analytical reports, maintenance of contractors insurance registry, tracking of payments of consultants and contractors with Programme staff.

  • Review of existing operational guidelines and procedures, contracting tools, instruments and propose improvements.

  • Follow up with the Programme team to ensure payments are made once the contract is signed and services are delivered satisfactorily.

  • Establishment and implementation of Long Term Agreements (LTA) with vendors;

  • Monitoring of contracts implementation, follow up with contractors.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Design and implementation of strategies for training with clear orientation in procurement and its procedures, to promote efficiency and the development of local capacities;

  • Organization of training for Operations/Programme/projects staff on Procurement.

  • Synthesis of lessons learnt and best practices in Procurement.

  • Sound contributions to knowledge networks and communities of practice.

Ensures gender is mainstreamed in the procurement process focusing in the following results:

  • Ensure all procurement committees are gender balanced;

  • Ensure gender sensitivity is taken care of during the procurement processes and documents


Corporate Competencies:

·          Demonstrates integrity by modeling the UN’s values and ethical standards.

·          Promotes the vision, mission, and strategic goals of UNDP;

·          Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;

·         Treats all people fairly without favoritism.

Functional Competencies:

Knowledge Management and Learning

  • Promotes a knowledge sharing and learning culture in the office;

  • In-depth knowledge on procurement;

  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to lead procurement processes using specific procurement methods (RFQ, ITB, RFP);

  • Ability to introduce and implement strategic procurement, contract and sourcing strategy;

  • Ability to lead implementation of new systems (business side), and affect staff behavioral / attitudinal change;

  • Ability to apply organizational policies and procedures;

  • Strong analytical skills;

  • Strong IT skills.

Management and Leadership

  • Focuses on impact and result for the client and responds positively to feedback;

  • Leads teams effectively and shows conflict resolution skills;

  • Consistently approaches work with energy and a positive, constructive attitude;

  • Demonstrates strong oral and written communication skills;

  • Builds strong relationships with clients and external actors;

  • Remains calm, in control and good humored even under pressure;

  • Demonstrates openness to change and ability to manage complexities.

Procurement Certification

Atlas proficiency

Required Skills and Experience


Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.


At least 2 years of relevant experience at the national or international level in procurement management. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based information management systems and applications.

Language requirement

Fluency (both oral and written) in French and English is required, and one of the national languages of the duty station.
How To Apply

To apply for this job, please CLICK HERE

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