Procurement Analyst at UNDP The Gambia: Key Responsibilities, Challenges, Opportunities, and Long-Term Impact

Procurement Analyst at UNDP The Gambia involves working in the Operations Team to ensure effective procurement services in support of UNDP’s country .The role aims to ensure that procurement activities are in line with UNDP’s strategic goals, policies, and regulations, while also focusing on sustainability and achieving the best value for money. Here’s a more detailed explanation of what the job entails:

Key Responsibilities:

1. Procurement Strategy Development:
   • The Procurement Analyst will help develop and implement procurement strategies and policies that align with UNDP’s mission. These strategies are designed to ensure that procurement decisions contribute to sustainable development and that purchasing is done efficiently and with integrity.
   • The role also involves analyzing procurement data and recommending ways to improve procurement processes and reduce costs.
2. Managing Procurement Processes:
   • This involves overseeing and managing procurement activities such as request for quotations (RFQ), invitation to bid (ITB), and requests for proposals (RFP).
   • The Procurement Analyst ensures that these activities follow all UNDP rules and regulations to guarantee fairness, transparency, and accountability.
   • The job requires monitoring the entire procurement lifecycle, from vendor selection to contract negotiations and ensuring timely delivery of goods and services.
3. Supplier and Vendor Management:
   • The Procurement Analyst will be responsible for managing supplier relationships, including creating rosters of preferred suppliers and developing Long-Term Agreements (LTAs) that ensure cost-effective and efficient procurement.
   • Strategic sourcing is a key part of the role, meaning the Procurement Analyst will need to evaluate suppliers and negotiate contracts that offer the best value, both in terms of cost and quality.
4. Sustainability & Innovation in Procurement:
   • As part of the strategic sourcing, the role emphasizes sustainable procurement. This means the analyst will focus on purchasing products and services that have a low environmental impact and bring positive social outcomes. The job may also involve introducing innovative procurement strategies, such as adopting e-procurement systems and tools, to improve efficiency.
5. Knowledge Management & Training:
   • The Procurement Analyst will play a role in building and sharing knowledge within the Country Office (CO), Region, and across UNDP. This includes organizing training for both internal staff and external vendors to ensure they understand procurement policies, systems, and best practices.
   • Sharing lessons learned and best practices in procurement is a key part of this role, ensuring that the office continuously improves its procurement practices.
6. Collaboration:
   • The Procurement Analyst works closely with other units within the UNDP, including the programme and project teams, and also coordinates with other UN agencies in The Gambia to explore joint procurement opportunities and optimize resources.
   • This collaborative approach helps align procurement with the broader goals of the country programme and ensures the effective use of funds.

Required Qualifications and Skills:

1. Education:
   • Master’s degree in a relevant field (e.g., Business Administration, Economics, Finance) is required.
   • Alternatively, a Bachelor’s degree with 2 years of relevant experience can also be considered.
2. Experience:
   • For candidates with a Master’s degree, no professional experience is required. However, candidates with a Bachelor’s degree should have at least two years of experience in procurement, ideally in the public sector or an international organization.
   • Knowledge of e-procurement systems and tools, as well as experience with sustainable procurement practices, would be a significant advantage.
   • CIPS Level 3 certification is desirable, but can be obtained within a year of recruitment.
3. Languages:
   • Proficiency in English is required.
   • Knowledge of at least two local languages (Mandinka, Wollof, Fula, Jola, etc.) is also required, which is important for communicating with local suppliers and stakeholders in The Gambia.
   • Knowledge of an additional UN language is considered an asset.

Competencies and Skills:

• Procurement Knowledge: Strong understanding of strategic sourcing, contract management, and procurement principles.
• Data Analysis: Ability to analyze procurement data and make data-driven decisions to improve procurement strategies.
• Stakeholder Management: The ability to manage relationships with various stakeholders, including vendors, government officials, and internal UNDP teams, balancing their needs and interests.
• Customer Service: A customer-focused approach to procurement, ensuring that the office’s needs are met in a timely and efficient manner.

Why This Role is Important:

• The Procurement Analyst plays a crucial role in ensuring that UNDP operates efficiently by sourcing goods and services that align with its mission of achieving sustainable development. This job involves finding innovative solutions to procurement challenges, helping to ensure that projects are carried out effectively while promoting fairness, sustainability, and value for money.

This is a great opportunity for someone passionate about procurement, sustainability, and development work in a dynamic, international organization like UNDP.

Certainly! Let’s go into a more detailed breakdown of the Procurement Analyst position at UNDP The Gambia.

1. Organizational Context

The United Nations Development Programme (UNDP) is a globally recognized organization that supports sustainable development in countries across the world. With its focus on inclusive growth, human rights, climate resilience, and good governance, UNDP plays a significant role in assisting governments and communities in addressing the diverse challenges they face. One of the key ways UNDP does this is through the effective and efficient management of its operations, particularly in the areas of procurement.

UNDP The Gambia is part of this mission, focusing on addressing issues related to climate resilience, disaster risk management, sustainable natural resource management, poverty eradication, and democratic governance. The country office works in close collaboration with local governments, international organizations, private sector partners, and civil society to ensure that development programs are effectively implemented in line with the Sustainable Development Goals (SDGs).

The Procurement Analyst position is embedded within the Operations Team of the country office and plays a vital role in ensuring that procurement activities contribute to the overall mission of UNDP in The Gambia. The Operations Team is responsible for providing essential support services to the programme teams, and procurement is a critical area of these services. The Procurement Analyst ensures that UNDP’s procurement strategies are implemented effectively and that all procurement activities comply with UNDP’s rules, regulations, and policies.

2. Role and Responsibilities of the Procurement Analyst

Strategic Procurement Planning

One of the primary responsibilities of the Procurement Analyst is to support the elaboration and implementation of strategic procurement plans that align with both UNDP’s broader goals and the specific goals of the country programme. This involves developing procurement strategies that prioritize efficiency, cost-effectiveness, sustainability, and social impact. The Procurement Analyst works with other program and project teams to ensure that procurement is integrated into the early stages of program design, and that procurement decisions are made with a strategic focus.

UNDP recognizes that procurement is not just about acquiring goods and services; it is an opportunity to drive broader development objectives. This could include sourcing products that are produced sustainably, supporting local businesses, or ensuring that the procurement process involves stakeholders from marginalized communities. Therefore, the Procurement Analyst’s role extends beyond the technical aspects of procurement and involves contributing to policy development and the strategic direction of the organization’s procurement processes.

The Procurement Analyst also plays a key role in monitoring procurement performance by analyzing procurement data, identifying potential improvements, and proposing actions to ensure that procurement activities align with organizational goals. This includes evaluating cost efficiency, supplier performance, and compliance with sustainability goals.

Managing Procurement Processes

The Procurement Analyst is heavily involved in managing the procurement processes for UNDP in The Gambia. These processes include Request for Quotation (RFQ), Invitation to Bid (ITB), Request for Proposal (RFP), and Contract Award. The Procurement Analyst ensures that all procurement activities are transparent, fair, and conducted in accordance with UNDP’s procurement rules and regulations.

Key steps in procurement include the preparation of procurement plans for the office and projects, as well as ensuring the implementation and monitoring of these plans. The Procurement Analyst also ensures that all procurement processes are well-documented, ensuring clear audit trails. This is particularly critical because UNDP adheres to strict accountability and transparency standards to prevent any misuse of funds or resources.

Another aspect of the Procurement Analyst’s role is the evaluation and selection of suppliers. This involves assessing bids or proposals to ensure they meet the required specifications, value for money, and sustainability criteria. The Procurement Analyst must have a strong ability to interpret complex procurement documents and make informed decisions on vendor selection.

Supplier & Contract Management

An essential component of the role is supplier management. The Procurement Analyst works to establish and maintain relationships with vendors and suppliers in The Gambia and internationally. The goal is to ensure that UNDP gets the best value for its purchases while maintaining good supplier relationships that align with its operational needs.

In terms of contract management, the Procurement Analyst is responsible for negotiating terms and ensuring that contracts are executed according to agreed terms and conditions. This includes ensuring that suppliers meet the timely delivery of goods and services, adhere to quality standards, and follow environmental and social sustainability practices.

In some cases, the Procurement Analyst will be involved in establishing long-term agreements (LTAs) or framework agreements. These agreements enable UNDP to establish long-term relationships with suppliers at favorable rates, providing predictability and cost efficiency for recurring needs.

Sustainable Procurement Practices

A defining feature of UNDP’s procurement strategy is its commitment to sustainable procurement. The Procurement Analyst is expected to ensure that procurement decisions align with UNDP’s sustainability goals. This can involve sourcing environmentally friendly products, working with suppliers who adhere to fair labor practices, and minimizing the carbon footprint of the procurement process itself.

UNDP has an overarching commitment to green procurement, which entails selecting products that have a minimal negative impact on the environment. This includes considering the lifecycle of the products being procured, ensuring that the environmental impact of production, transportation, and disposal is minimized.http://UNDP Procurement Analyst Job Posting

The Procurement Analyst is also tasked with identifying opportunities for innovation in procurement. This might involve using emerging technologies, such as e-procurement platforms, to streamline processes and increase transparency. The role also requires the ability to anticipate and address potential risks related to procurement, such as price volatility, supply chain disruptions, or reputational risks.

Collaboration and Knowledge Sharing

The Procurement Analyst works in close collaboration with other units within UNDP The Gambia, such as the Programme Teams, Finance Teams, and Logistics Teams. The role also requires cooperation with various stakeholders, including government entities, UN agencies, and international development partners. This collaborative approach is aimed at ensuring that procurement activities are fully integrated with broader project goals and are aligned with the United Nations’ Sustainable Development Goals (SDGs).

Knowledge sharing is another key responsibility of the Procurement Analyst. The role involves organizing training sessions for both internal staff and external suppliers on procurement processes and tools. This could include workshops on e-procurement systems or providing best practice guidance for suppliers to ensure they are fully aligned with UNDP’s standards.

The Procurement Analyst is expected to contribute to a culture of continuous improvement within the procurement function. This involves documenting and sharing lessons learned, identifying emerging trends in procurement, and implementing improvements to processes. Knowledge sharing can also take place in forums such as the Operations Management Team (OMT), where cross-functional collaboration can drive improvements across various areas of UNDP’s work.

Monitoring and Reporting@vacancyspaces.com

The Procurement Analyst is tasked with ensuring that the procurement process is continuously monitored for efficiency and compliance. This involves establishing procurement monitoring systems, tracking the progress of procurement activities, and reporting on the performance of procurement strategies. The Procurement Analyst uses data analysis to assess procurement trends and identify areas for improvement.

Effective monitoring also involves ensuring that internal controls are in place to mitigate risks such as fraud, waste, or mismanagement. The Procurement Analyst is responsible for identifying weaknesses in the procurement system and proposing corrective actions. Regular reporting on procurement activities is expected to ensure that senior management is kept informed of progress and challenges in procurement operations.

3. Required Qualifications and Skills

Educational Requirements

• Master’s degree in Business Administration, Public Administration, Economics, Finance, or a related field. Alternatively, a Bachelor’s degree in a related field with two years of relevant work experience can be considered.

Experience and Skills

• For Master’s degree holders, no professional work experience is required.
• For Bachelor’s degree holders, a minimum of two years of professional experience in public sector procurement management is necessary.
• Experience with e-procurement systems and tools is highly desirable.
• Knowledge of sustainable procurement practices and contract management would be a significant advantage.
• CIPS Level 3 certification is highly desirable.

Language Requirements

• Fluency in English is required.
• Fluency in at least two local languages (e.g., Mandinka, Wollof, Fula, Jola) is required.
• Knowledge of another UN language (e.g., French or Arabic) would be an asset.

4. Competencies and Core Values

The Procurement Analyst is expected to embody the following core competencies and values:

• Achieve Results: The role requires someone who is results-oriented, capable of scaling up solutions, and who balances speed and accuracy in their work.
• Think Innovatively: The role demands innovative thinking, with the ability to bring new ideas to the table and think in a systems-oriented way.
• Learn Continuously: The analyst should be willing to step outside of their comfort zone, constantly learning from others, and encouraging a learning culture within the team.
• Adapt with Agility: The role requires flexibility and the ability to adapt to new situations or changes in procurement needs.
• Engage and Partner: The Procurement Analyst is expected to foster collaboration and build strong partnerships with internal and external stakeholders.
• Enable Diversity and Inclusion: The Procurement Analyst will play an active role in ensuring diversity and inclusion in procurement practices, particularly when working with suppliers from diverse backgrounds.

5. Conclusion

The Procurement Analyst position at UNDP The Gambia is an exciting opportunity for individuals interested in international development, procurement, and sustainability. This role not only involves managing day-to-day procurement operations but also contributes to the long-term strategic goals of UNDP, helping to ensure that resources are utilized effectively to promote sustainable development in The Gambia.

If you are someone who thrives in a collaborative environment, enjoys solving complex procurement challenges, and is passionate about sustainable development, this position could be the ideal opportunity for you to make a significant impact in your community and on a global scale.

Sure! Let’s dive deeper into some additional aspects of the Procurement Analyst role at UNDP The Gambia:

6. Core Challenges and Opportunities

The role of a Procurement Analyst in UNDP The Gambia offers both challenges and opportunities that will provide personal and professional growth while contributing to the success of development projects across the country.

Key Challenges:

1. Navigating Complex Procurement Rules: UNDP’s procurement processes are governed by strict international rules, regulations, and procedures. This is necessary to ensure transparency, fairness, and value for money in the procurement process. However, these rules can be complex and challenging to navigate, especially in a developing country context like The Gambia, where procurement systems and market conditions may not always align with international standards. The Procurement Analyst will need to balance international norms with local realities to ensure that procurement activities are both compliant and contextually appropriate.
2. Supply Chain Disruptions: Given the geographical and infrastructural challenges in The Gambia, there are frequent disruptions to supply chains. Whether caused by natural disasters, political instability, or other factors, these disruptions can affect the timely delivery of goods and services required for development projects. The Procurement Analyst must be proactive in identifying risks to the supply chain and developing contingency plans to mitigate delays or shortages. This requires excellent problem-solving skills, as well as the ability to maintain strong relationships with local and international suppliers who can quickly respond to crises.
3. Budget Constraints: Like many international organizations, UNDP operates within fixed budgets for each project. The Procurement Analyst must ensure that the organization gets the best value for money while adhering to tight budgets. This requires an in-depth understanding of the market in The Gambia, as well as effective negotiations with suppliers to achieve cost savings without compromising on the quality of the goods or services being procured. It also involves working closely with the finance team to ensure that financial resources are properly managed and accounted for.
4. Managing Stakeholder Expectations: UNDP works with a wide range of stakeholders, including local governments, international donors, private sector partners, and civil society organizations. Each stakeholder has different expectations regarding the procurement process, timelines, and outcomes. As a Procurement Analyst, you will need to manage these expectations by ensuring that all parties are kept informed of progress and any challenges faced during the procurement process. It also requires the ability to prioritize tasks and make decisions in the best interest of the project, even when stakeholder demands may conflict.
5. Ensuring Transparency and Accountability: Transparency is a core principle of UNDP’s procurement process. The Procurement Analyst is responsible for ensuring that all procurement activities are conducted transparently and that all decisions are documented to provide a clear audit trail. This can be challenging when dealing with local suppliers or small businesses that may not be accustomed to the rigorous documentation requirements of international organizations. The Procurement Analyst must be diligent in ensuring that all procurement processes, from bid invitations to contract awards, meet the highest standards of accountability.

Opportunities:

1. Promoting Innovation and Sustainability: The Procurement Analyst at UNDP The Gambia has the opportunity to contribute to the organization’s sustainability objectives. UNDP is committed to promoting sustainable procurement practices that support local communities, reduce environmental impacts, and drive positive social change. This could involve sourcing locally produced goods, supporting businesses that promote fair labor practices, or incorporating green procurement principles into the supply chain. By promoting sustainability through procurement, the Procurement Analyst can have a direct and meaningful impact on The Gambia’s development trajectory.
2. Building Local Capacity: Another significant opportunity is the chance to build the capacity of local suppliers and vendors. By helping local businesses understand UNDP’s procurement processes and requirements, the Procurement Analyst can help foster the growth of the local economy. This might involve training and capacity-building programs aimed at helping local businesses become more competitive in bidding for international contracts. This can create a long-term benefit for The Gambia by enabling local businesses to participate more fully in the global economy.
3. Engagement with International Partners: Working for UNDP provides unique access to a wide network of international development partners, UN agencies, and global corporations. As the Procurement Analyst, you will have the opportunity to build relationships with suppliers, contractors, and development partners from around the world. This could lead to cross-border collaborations and the opportunity to learn from best practices in procurement across various sectors. Engaging with these partners can also help to create strategic partnerships that benefit both local and international stakeholders.
4. Career Development: The role of Procurement Analyst in UNDP is an excellent opportunity for career development. The Gambia office offers a dynamic work environment where the Procurement Analyst can gain hands-on experience managing procurement processes on large-scale development projects. Moreover, UNDP provides training and professional development programs that can enhance your procurement skills and expand your knowledge of international development. This experience can be a springboard for future roles within UNDP or other international organizations, where procurement expertise is highly valued.
5. Contributing to the SDGs: The Procurement Analyst’s work directly contributes to the achievement of the Sustainable Development Goals (SDGs) in The Gambia. By ensuring that procurement activities support UNDP’s projects—whether related to poverty reduction, climate change, or education—the Procurement Analyst plays a vital role in achieving these goals. Additionally, the role provides the opportunity to directly participate in impactful development work, ensuring that the procurement of goods and services is aligned with the broader objectives of the UNDP’s development mandate.

7. Long-Term Impact of the Procurement Analyst’s Work

The Procurement Analyst’s role has the potential to create long-term value for both the organization and the country’s development. As procurement plays a crucial role in the success of projects and initiatives, the impact of well-managed procurement extends beyond the efficiency of operations. Some of the long-term benefits include:

Economic Development:

By sourcing from local suppliers, UNDP’s procurement activities help stimulate the local economy. The Procurement Analyst may support initiatives that engage small- and medium-sized enterprises (SMEs), boosting the local business ecosystem and fostering economic growth in The Gambia. This could lead to job creation and improve local industries’ competitiveness, laying the foundation for a more resilient economy.

Social Impact:

The Procurement Analyst has the chance to support social equity through inclusive procurement practices. For instance, this could mean prioritizing businesses owned by women, youth, or marginalized groups. By encouraging diversity and inclusion in the supplier base, the Procurement Analyst helps UNDP contribute to social justice and gender equality, fundamental tenets of the SDGs.

Environmental Sustainability:

Sustainable procurement practices championed by the Procurement Analyst can have lasting positive effects on the environment. By prioritizing eco-friendly goods and services, reducing waste, and working with suppliers who adhere to sustainable production methods, the Procurement Analyst helps minimize the environmental footprint of UNDP’s operations.

8. Key Qualities for Success in the Role

To succeed in the Procurement Analyst role at UNDP The Gambia, there are several key qualities and skills that are essential:

• Analytical Skills: Procurement requires careful analysis of bids, proposals, market trends, and contract terms. A successful Procurement Analyst must be able to critically evaluate proposals, assess risks, and make data-driven decisions.
• Strong Communication Skills: Since the Procurement Analyst interacts with a diverse range of stakeholders, strong written and verbal communication skills are essential for explaining complex procurement processes, negotiating with suppliers, and reporting to senior management.
• Attention to Detail: Procurement is a process that involves significant paperwork, contract terms, and compliance checks. The ability to pay attention to detail ensures that no aspect of the procurement process is overlooked, minimizing the risk of errors or disputes.
• Cultural Sensitivity and Local Knowledge: The Gambia’s local context requires someone who understands the country’s unique challenges and cultural nuances. Being aware of the local supply chain landscape, business culture, and socio-political dynamics can significantly enhance the Procurement Analyst’s effectiveness.
• Project Management Skills: Procurement often involves tight deadlines, multiple stakeholders, and coordination with various departments. Strong project management skills are necessary to manage multiple tasks and meet deadlines efficiently.

9. Conclusion: A Rewarding Role

In conclusion, the Procurement Analyst at UNDP The Gambia plays a pivotal role in contributing to the country’s development and helping achieve the Sustainable Development Goals. This position provides an exciting mix of operational responsibilities, strategic planning, and engagement with international and local stakeholders. If you are passionate about making a difference through sustainable procurement practices and contributing to impactful development projects, this role offers the opportunity to have a meaningful and lasting impact on The Gambia’s development trajectory. The Procurement Analyst has the chance to influence the success of UNDP’s programs, ensuring that resources are efficiently and effectively used to create long-term positive change in the country.