Job Description
I. Organizational Context
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.
UN Women aims to make its procurement practices a cornerstone of its competitive advantage as a preferred development partner. This involves strategic integration of procurement from the project design phase, encouraging innovation, and embracing sustainable practices that align with its development goals. Sustainable procurement focuses on minimizing environmental impact and maximizing social benefits. To achieve these priorities, Business Units will adopt flexible procurement strategies for efficient, high-value, low-risk delivery, catering to client and stakeholder needs.
Under the overall guidance of the Chief of Procurement and Travel Services and daily supervision of the Operations Manager, with functional oversight and matrix reporting to the Regional Procurement Specialist, the procurement analyst supervises or is a team member of the BU Procurement Unit responsible for effective delivery of procurement services to obtain best value for money in large offices. S/he analyzes and interprets financial results and regulations and provides solutions to a wide spectrum of complex issues related to procurement and promotes a collaborative and client-focused, quality and results-oriented approach in the Unit.
The Procurement Analyst works in close collaboration with Operations, Program and Project teams in the Business Unit, Region, and UN Women HQ as well as with suppliers and Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.
UN Women embraces a programmatic approach that facilitates adaptation to changing business needs and maximizes synergies across various initiatives to achieve its strategic goals. Consequently, it is anticipated that UN Women staff will engage in cross-unit, cross-functional collaboration, working within interdisciplinary teams. This approach is designed to amplify and facilitate cross-disciplinary cooperation, supporting the organization’s overarching mission and goals.
II. Key Functions and Accountabilities
1. Elaborate and manage implementation of innovative and sustainable procurement strategies and policies in alignment with principles of fairness, integrity and transparency to achieve best value for money.
- Ensure full compliance of procurement activities with UN/UN Women rules, regulations, policies, and strategic priorities through effective internal controls and properly used client –oriented procurement management system.
- Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map BU procurement business processes, and manage workflows in Procurement Unit.
- Discuss procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment.
- Conceptualizes, elaborates and implements strategic procurement in the BU including sourcing strategy, supplier selection and evaluation, quality contract management, contract administration, contract appraisal, cost reduction strategies, customer relationship management, e-procurement, and performance measurement.
2. Manage and guide procurement processes for BU, projects, and other UN Agencies.
- Ensure timely and duly oversight of procurement plans for the office and projects and monitor their implementation.
- Manage implementation of proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt of quotations, bids or proposals, and negotiation of certain conditions of contracts in full compliance with UN Women rules and regulations.
- Prepare submissions to procurement review committees (HQ-PRC/R-PRC/L-PRC).
- Ensure management of procurement contracts and perform delegated responsibilities in e-procurement for Purchase Orders approval. Implement the internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are errors or other problems.
- Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform.
3. Introduce and implement strategic sourcing strategy and e-procurement tools to find the best values in the marketplace and align purchasing strategy to project and BU goals.
- Develop and manage rosters of suppliers.
- Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
- Support the establishment of Long-Term Agreements/Frameworks Agreements for more efficient category management.
- Manage and implement e-procurement system in BU.
4. Facilitates procurement knowledge building and knowledge sharing in BU, Region, UN Women and UN.
- Organize procurement training for the operations and project staff.
- Organize procurement training for suppliers on e-procurement modules.
- Synthesize lessons learned and best practices in procurement.
- Make sound contributions to knowledge networks and communities of practice.
- Participate in Operations Management Team (OMT) to share information on cross-cutting areas and collaboration opportunities to achieve greater economies of scale.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
III. Competencies
Core Values:
- Respect for Diversity
- Integrity
- Professionalism
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative and client-oriented Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies:
https://www.unwomen.org/en/about-us/employment/application-process#_Values
Cross-Functional Competencies
Procurement / Strategic Sourcing
- Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement / Contract Management
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement / Data Analysis
- Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
Procurement / Stakeholder Management
- Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
Business Direction & Strategy / System Thinking
- Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business Management / Portfolio Management
- Ability to select, prioritize and control the organization’s programs and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.
Business Management / Risk Management
Ability to identify and organize action around mitigating and proactively managing risks.
IV. Recruitment Qualifications
Education
- Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Economics, Finance, or related field is required, or
- A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- CPIS level 3 is an asset.
Experience, Knowledge, and Skills
- Minimum of two (2) years, with a Master’s degree, or four (4) years, with bachelor’s degree of relevant experience at the national or international level, in public sector procurement management in lieu of Master’s degree and 2 years.
- Experience in Procurement at an international level in a UN Agency is desirable.
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP is desirable.
Languages Requirements
- Fluency in English and French is required.
Statements :
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
