Procurement Analyst , Kampala job at UNFPA Uganda

UNFPA Uganda

Procurement Analyst , Kampala job Post

Location:  Jobs in Uganda 2021 - 2022

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 26 October 2022

Hiring Organization: UNFPA Uganda

Job Details:

Job Purpose:
The Procurement Analyst delivers quality services in ensuring that procurement planning and the implementation of the procurement plan are coordinated; logistics and shipments of goods are facilitated and managed effectively; solicitation, award of contracts and contract management related activities on the CO is coordinated and conducted per the applicable procedures; and procurement harmonization activities are coordinated on behalf of the country office respecting the applicable policies and procedures.
The Procurement Analyst ensures proper and effective use of UNFPA’s and partners’ resources in terms of the following:
• Assisting all relevant CO staff in defining and costing their procurement and logistics needs in accordance with the approved Annual Work Plans on a yearly basis;
• Managing and safeguarding the integrity of the UNFPA procurement policies, procedures and practices;
• Building capacity by advising programme staff and external parties on all aspects of procurement and logistics management implementation and organization;
• Representing the UNFPA in UN Procurement working group.
• The Admin/Programme Associate delivers quality services in procurement to internal and external clients; mastering all relevant rules, guidelines, processes, and procedures. He/She takes a client-oriented, results-focussed approach to interpreting the rules, procedures and guidelines in service of the country programme; providing support and guidance to the Country Office and UNFPA supported programmes

You would be responsible for:
A. Management of Procurement
• Prepare a consolidated Procurement Plan on the basis of a review of all Annual Work Plans and oversees procurement, ensuring the most economical and timely delivery of complete a UNFPA Uganda procurement portfolio.
• Liaise with the Senior Management Team and Programme Analysts/Specialists, in coordination (if required) with relevant Government Departments and NGOs, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA policies and procedures.
• Provide advice and systems to assist staff in proper forecasting, procurement planning and logistics management within their sphere of work in each of UNFPA’s thematic programming areas; including last mile assurance (LMA).
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommend a procurement decision.
• Prepare Request for Quotations (RFQs) and Invitation to Bid (ITB) or Request for Proposals (RFP) for the CO. Prepare submissions for procurement decisions.
• Facilitate and coordinate the formal and informal solicitation processes managed by the CO per the requirements of the procurement procedure
• Ensure the provision and maintenance of services and supplies, following-up processes and maintaining up-to-date inventory and records. Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates.
• Monitor and evaluate the effectiveness of procurement processes within the Country Office and its field offices and ensure compliance with office business practices within the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.
• Participates on the CSMT/ OMT/BOS procurement working group based on request/necessity. Develop and maintain sound working relationships with other working group members. Ensure that UNFPA develops and maintains LTA’s suppliers roster and a roster of consulting firms.
• Develop and maintain a list of UN and UNFPA preferred suppliers; develop sound working relationships with suppliers and third party procurement customers; establish or extend service agreements with service providers when necessary.
• Ensure coordination with UNFPA Procurement Services Branch and Facilities Management Services, UNOPS and other UN procurement bodies for timely delivery and receipt of goods and services, release, acceptance and delivery of these to the destination point in a timely manner with due attention to quality assurance.
• Develops a procurement tracker that keeps up-to-date identifying the exact stage of each procurement process and maintaining up-to-date and complete records, documentation and filing of all procurement processes.
• Ensure that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.
• Oversee local procurement in the Country Office and participate in the One UN procurement working group.
• Performs the dispatching function for the Country office; advising staff when procured goods arrive. Ensures the checking and timely collection of procured goods by programme staff; and puts measures into place to ensure that this happens.
• Establish and implement an effective internal control system which ensures that Purchase Orders are duly prepared and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems.
• Coordinate the process of providing procurement related documents to the internal and external auditors and other process reviewers.
• Keep all procurement related applications and systems up to date.
• Ensure the timely completion of all procurement administrative requirements.
• Present reports on procurement in the Country Office.
B. Technical Advisory and Programme Support
• Analyze and interpret the procurement policies and advice staff and partners as appropriate. Provides information, technical advice and guidance on all aspects of procurement activities, processes and procedures in relation to UNFPA business practices, liaising and advising on best practices as necessary in-house as well as with external stakeholders.
• Provide support to IPs on Third Party Procurement
• Providing logistical advice and support to projects by coordinating project related meetings, workshops and events.
• Ensures the timely completion of all procurement administrative requirements.
• Fulfils the role of “Buyer” on Atlas and other Atlas functions relating to procurement
• Other procurement & logistic related activities.
C. Building and Managing Capacity
• Keeps Country Office personnel abreast of latest developments in policies and procedures and all PSB activity as this relates to the Country Office including regular reporting of procurement activities.
• Assist in the capacity building of Implementing Partners on all aspects of procurement and logistics management
• Promotes local capacity building in procurement and logistics. Designs and develops curricula and materials for procurement and logistics training and conducts the latter.
• Performs regular audits on stocks and stores.
• Manage assets that have been procured by the UNFPA and supplied to the implementing partners; ensuring that they are put to proper use (Form C).
• Represent UNFPA at key events where required, with regard to UNFPA’s mandate.
D. General Support
• Stand-in for other operations team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience:
• Advanced (Masters) University Degree or equivalent in Logistics, Procurement or related fields is required
• Membership of a professional body in procurement is desirable
Knowledge and Experience:
• At least 2 years of increasingly responsible professional experience in the field of development and population activities;
• Experience in international, public procurement or contracts and supplier management is highly desirable.
• Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.
• Certification in CIPS, procurement, forecasting, or similar preferred.
• Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex item and category management.
• Experience in working in team and leading team projects is highly desirable.
• Experience in transit and customs clearance;
• Knowledge of global health and pharmaceutical market and stakeholders is an asset, especially in regards to sexual, reproductive and maternal health.
• Knowledge of legal aspects of contract management is an asset.
• Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), Atlas (PeopleSoft or alternatively Oracle), E-filing system and other software applications is required.
Fluency in English; knowledge of other official UN languages, preferably French is desirable.

Required Competencies:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves, our relationships, and others
• Communicating for impact
Functional Skill Set:
• Advocacy/Advancing a policy-oriented agenda
• Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
• Procurement and Logistics Services
• Planning, organization and multitasking
• Data and report management Data analysis
• Internal and external communication and advocacy for results mobilisation
• Delivering results-based initiatives
• Technical Understanding of procurement policies and regulations
• Project Management
• Managing financial processes
• Proficiency in current office software applications essential to procurement


Application procedure

click here to apply

Date Posted: 2022-10-22