Procurement Systems Analyst (Health Procurement) - IPSA 9

at  United Nations Development Programme UNDP

Job Identification
19401
Locations
Copenhagen, Denmark
Posting Date
07/12/2024, 03:33 AM
Apply Before
07/19/2024, 10:59 PM
Job Schedule
Full time
Agency

MIN. ACADEMIC EDUCATION

Advanced university degree (Master’s Degree or equivalent) in Social Science, Public Health, Law, Economic, International Development is required. Or
A first-level university degree (bachelor’s degree) in the above areas, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree

MIN. YEARS OF RELEVANT WORK EXPERIENCE

• Minimum of 2 years (with Master’s degree) or 4 years (with Bachelors degree) of national/international professional experience in procurement or supply chain or related areas.

Required/ Desired skills and competencies in addition to the competencies covered in the Competencies section

• Practical experience in system support as help desk function.
• 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 required.
• Work experience with health procurement (pharmaceuticals, medical devices, PPE, IVDs and Laboratory equipment and consumables) is desired.
• Work experience from a developing country highly desirable.
• Demonstrated experience in the development procurement related training, guidance materials, and tools is an asset.
• Demonstrated experience in the development of standard operating procedures for procurement processes is an asset.
• Experience in establishing and maintaining long terms agreements for health products is an advantage.
• Experience and knowledge of Global Fund procurement policies and procedures is an asset.
• Working knowledge of UN and/or UNDP procedures, grant applications and program implementation is highly desirable.

DISCLAIMER

Important information for US Permanent Residents (’Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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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DUTIES AND RESPONSIBILITIES

The Procurement Analyst will work on a time shared basis for both Quantum Procurement Team and Global Procurement Services Division Health and have dual reporting lines to the corresponding Team Leads. He/she is responsible for responsible for 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 health procurement. He/she is also responsible for ensuring that the procurement system is used to its full effectiveness by all the procurement units within Office of Procurement in Copenhagen and serve as the Quantum focal point for the teams
The Procurement Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. The person will work in close collaboration with GPSD Health and Quantum Procurement Support staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

DUTIES AND RESPONSIBILITIES

3.1 Provide support to procurement system users. Provide technical support to system users as required. The support will include:

• Solving ad-hoc system issues faced by system users;
• Guide users on how to use and navigate the system on ad-hoc bases;
• Provide coaching and guidance on how to use the system for first time users.
• Conduct online trainings for users;
• Conduct classroom trainings or specific field office missions if necessary

3.2 Develop system user resource guides and tools. Office of Procurement will develop several training materials for internal and external users. The support analyst will assist in the development of these guides, more specifically:

• Develop specific parts of the guides as assigned by supervisor;
• Provide input in other parts of the guide development by other team members;
• Develop response templates for most frequently asked questions;
• Develop video recordings for system users;
• Assist with development of dashboards and other report

3.5 ENSURES PROCUREMENT AND SUPPLY CHAIN SERVICE DELIVERY TO UNDP COUNTRY OFFICES AND NATIONAL PARTNERS FOR INCOMING REQUESTS FOR HEALTH PRODUCTS, INCLUDING PHARMACEUTICALS, MEDICAL DEVICES, PPE, IVDS AND LABORATORY EQUIPMENT AND CONSUMABLES WITH THE FOLLOWING KEY RESPONSIBILITIES:

• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, provision of a client-oriented support.
• Liaises with UNDP Country Offices and Requisitioning Units to enable efficient and cost-effective procurement and logistics support;
• Works with the development, publication of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers;
• Conducts secondary bidding processes in response to specific needs as per the existing SOPs; Communicates outcome of procurement processes (Cost Estimates) to UNDP Country Offices;
• Facilitates UNDP Country Offices with the identification and mitigation of procurement and supply chain management related risks;
• Proactive Management of procurement contracts and ERP related processes. Preparation and submission of procurement cases to the Advisory Committee on Procurement (ACP), as applicable;
• Timely corrective actions on POs with budget check errors and other problems.

3.6 CONTRIBUTES TO FOSTER KNOWLEDGE SHARING ON PROCUREMENT SERVICES FOR HEALTH COMMODITIES TO UNDP COUNTRY OFFICES WITH THE FOLLOWING KEY RESPONSIBILITIES:

• Ensure systematic knowledge sharing on procurement with Country Offices by assisting in the organization of training workshops and in the development of knowledge tools;
• Facilitates t onboarding of newly recruited team members;
• Compiles and analyses historical data and forecasts of health products, including pharmaceuticals, medical devices, PPE, IVDs and laboratory equipment and consumables;
• Contributes to the management of data requests internal and external to the organization relating to health products, including pharmaceuticals, medical devices, PPE, IVDs and laboratory equipment and consumables’ supply; and
• Contributes in the preparation of health procurement related tools and approaches;
• Facilitates in the preparation and communication of results.
• Facilitates GPSD Health with the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc. and develop and apply a methodology to capture impact and effect of these initiatives).
• Institutional Arrangement
  Supervisor: Procurement Systems Specialist (P3) Quantum Team with matrix reporting to Procurement Specialist (Health Team)