Supply Chain Management Analyst

Background/Purpose:

Under the overall guidance of the Regional Director and direct supervision of the LACRO International Operations Manager, the Supply Chain Management Analyst delivers quality services in procurement and logistics to internal and external clients. S/he masters all relevant rules, guidelines, processes, and procedures, ensuring proper and effective use of UNFPA’s and external partners’ resources. S/he takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the Regional Office.

Major duties and Responsibilities include:

• Update the consolidated Procurement Plan on the basis of a review of relevant Annual Work Plans and ensure its timely implementation, guaranteeing the most economical and timely delivery of complete procurement portfolio within the context of the Programme.
• Liaise with the Senior Management Team and Programme Analysts/Specialists and advisors, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA policies and procedures.
• Review procurement requests and initiate procurement procedures for equipment, supplies, commodities and services in a transparent and cost-effective manner; and recommend procurement decisions. Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates.
• Monitor and evaluate effectiveness of procurement processes within the Regional Office and ensure compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.
• Ensure coordination with UNFPA Supply Chain Management Unit (SCMU) and Facilities Branch Management Services, Country offices, 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.
• Follow up with Country Offices in the timely clearance of consignments and update and monitor the status report to the office on regular intervals.
• Support in the implementation of the UNFPA Policy for Inventory Management, focusing on the recording, tracking, and reporting of Sexual and Reproductive Health (SRH) commodities/ inventories with a particular emphasis on the operational control and financial reporting requirements aspects, including aspects such as physical receipt inspections, the security, control, maintenance, and disposal of SHR commodities / inventory.
• Develop/maintain up-to-date accurate inventory of all equipment, products and supplies procured under the various programmes, conduct periodic random physical inspections, and take corrective measures in case of discrepancies identified, and prepare/produce annual inventory report(s).
• Support COs in Emergency responses in coordination with the Humanitarian Response focal point and assist in the response to the needs of affected COs including the facilitation of the approval of Fast Track Procedures
• Assist COs in the procurement of commodities in collaboration with the engagement with PSB
• Contribute to preparation of annual donor report as required.
• Ensure that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.
• Maintain up-to-date and complete records, documentation and filing of all procurement processes.
• Develop and maintain a list of UN and UNFPA preferred suppliers.
• Act as supervisor of the Administrative/Procurement Assistant.
• Ensures facilitation of knowledge building and knowledge sharing in the LACRO and COs focusing on achievement of the following results:
  • Organization of trainings for the operations/ programme staff on Procurement.

Synthesis of lessons learnt and best practices in Procurement in the Region.

Sound contributions to knowledge networks and communities of practice.

Key Expected Results

• Updated procurement plan and tracking tool based on procurement requests.
• Regular communication with PSB and updated international procurement tracking tool
• Compliance in procurement processes with documentary evidence.
• Electronic files of procurement processes in iDOCS.
• Vendor evaluation and an updated roster of suppliers and Long Term Agreements.
• Participation in the RBOS and an updated status of involvement of UNFPA in joint initiatives.

Education:

• Master’s degree in Business/Public Administration, Procurement and/or Logistics, engineering or similar discipline. Bachelor level degree may be accepted if supplemented with an additional 2 years of relevant work experience as shown below;

Knowledge and Experience:

• 2 years of professional experience in the field of administration or office management.
• Specialized knowledge in the field of Procurement, Logistics and or Supply Chain.
• Certification in CIPS, procurement, logistics and supply chain, contract management, or similar fields preferred.
• 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.
• Proven experience and track record in successfully managing bid processes for complex works, products and services.
• Experience in working in a team and leading team projects is highly desirable.
• Knowledge of global health and pharmaceutical market and stakeholders is an asset, especially regarding 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), ERP (e.g. PeopleSoft, Oracle, SAP), E-filing system and other software applications is required.

Languages:

• Fluency in Spanish and English.

Values:

• 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 and our relationships,

Functional Competencies:

• Managing the organization’s financial resources
• Developing ICT standards and applications
• Client orientation
• Implementing management systems
• Innovation/ marketing of new approaches
• Organizational Awareness