Procurement Analyst

UN Women, grounded in the vision of gender 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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the future of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to placing them at the center of the global response to the crisis in Afghanistan.

UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic and humanitarian situation, risks to and capacities of partner organizations, and needs and priorities of Afghan women and girls. UN Women Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Women’s Economic Empowerment, and (4) Women, Peace and Security. UN Women Afghanistan operates through its main office in Kabul and five sub-offices located in the provinces Balkh, Bamyan, Herat, Kandahar and Nangarhar. Reporting to the Deputy Country Representative - Operations, and under the overall guidance of the Country Representative, the Procurement and Administration Specialist will support the UN Women Afghanistan Country Office senior management team to ensure oversight responsibilities for all aspects of the Afghanistan CO operations, in particular strategic procurement and logistical services, administration, and common services consistent with UN Women rules and regulations. Additionally, the post incumbent will contribute to providing advice and support to the Country Representative, on demand, on matters of organizational efficiency and effectiveness with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

Under the functional oversight and matrix reporting of the Chief of Procurement in Headquarters and the  Regional Procurement Specialist  and the daily supervision of the Procurement and Administration Specialist, the Procurement Analyst will provide support on management of procurement and promotes a strategic approach to sourcing within the country in all areas from procurement process of goods and services, procurement contracts and long-term agreements. This support role is designed to add value and effectiveness to the management of procurement within UN Women Afghanistan country office and to help ensure all accountabilities and duties are reflected in this overarching principle. The Procurement Analyst will ensure that procurement process in the country aligns with UN Women goals, plans and strategies while complies with procurement policies and guidelines.  The incumbent will act as a focal point for Local Procurement Review Committee in ensuring compliance of procurement with corporate guidelines. S/he will keep the track of compliance issues within the country office that require the attention of the senior management team.

Support on execution of procurement transaction including guidance for strategic sourcing across the country office.

• Facilitate and coordinate the development of the procurement plan including the development of Request for Quotations (RFQ), Request for Proposals (RFP), Invitation to Bid (ITB) for country office and sub-offices;
• Support full cycle of acquisition of goods and services for UN Women Afghanistan Country Office and projects following established corporate procedures, beginning with development of Terms of Reference, negotiation, evaluation, and awarding contract orders.
• Provide technical guidance on the preparation of procurement plans and implementation of the plan of UN Women Afghanistan Country Office and its sub-offices;
• Contribute inputs to implementation of procurement activities and ensure Gender Responsive Procurement (GRP) principles are accounted;
• Act as focal point for Local Procurement Review Committees (L-PRC)

• Support the procurement business processes mapping and elaboration and implementation of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the procurement in coordination;
• Analyse and propose cost saving and reduction strategies in the country office, programme presence offices and the country at large;
• Conduct periodic spend analyses to support the development of country category management strategy, which shall account for establishment of long term/strategic relationships with key suppliers for recurring supplies and services;.

Monitor implementation of procurement plan and provide support to programme on the execution of the plan

• Consolidate procurement requirements according to the approved procurement plan and provide proactive support to Programme unit on the implementation of procurement plan.
• Develop a proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance of UN Women rules and regulations;
• Provide initial review of Procurement Review Committee submissions to ensure completion of documents and quality assurance.
• Implement the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched including undertake timely corrective actions on POs with budget check errors and other problems;

Support on development of sourcing strategy and execution of e-procurement tools.

• Develop and manage a roster of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanism.
• Keep abreast of on-going LTAs and promote the use of LTAs in the country;
• Perform procurement case manager role in Quantum and related ERP systems;
• Liaise with UN Procurement Working Group to ensure BOS and CIMS data are up to date.
• Participate in inter-agency activities related to procurement and administrative issues;
• Represent as alternate member of inter-agency working group on procurement related issues and ensure UN Women’s interests are reflected in common system activities
• Implement Gender Responsive Harmonized Procurement approach

Contribute to knowledge sharing between the CO and the Regional Office

• Identify and share procurement best practices;
• Support team on capacity building programme for staff in UN Women Afghanistan Country Office;
• Support development and management of GRP-related practical tools, knowledge materials and guidelines for dissemination among UN Women and its partners
• Support the development of training materials, webinars and other education materials;
• Contribute to knowledge networks and communities of practice; 

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative 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/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies

• Strong knowledge of operation, procurement, logistics and administration
• Basic knowledge of finance, human resources, ICT, and security systems and processes
• Ability to provide advice and support;
• Ability to lead formulation and monitoring of management projects;
• Ability to handle confidential information
• Good negotiating skills
• Strong IT skills.

Education and certification:

•  Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
•  A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
•  Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset.

Experience:

• At least 2 years of progressively responsible experience at the national or international level or at a Country level, in procurement working on complex procurement operations in multilateral/international organizations.
• Experience with preparation of tender documents, management of procurement processes, bid evaluation and contract management required.
• Knowledge and Experience Implementing Gender Responsive Procurement and demonstrated understanding of the role of public procurement as an accelerator to achieve the Sustainable Development Goals (SDGs) at country, regional and global levels is required.
• Experience in working in a computer environment using multiple office software packages is required.
• Experience in handling of web-based management systems and ERP systems, preferably Oracle Cloud, is required.
• Work experience in the UN system is desirable.

Language Requirements:

• Fluency in English are required.
• Knowledge of the other UN official working language is desirable (French, Arabic, Chinese, Russian or Spanish).