Procurement Analyst

Projet Intégré de Lutte contre les Inondations et le renforcement de la Résilience (PILIER) follows on from the floods of 2022, which caused considerable damage to infrastructure in towns and villages, to irrigated areas along the Logone and Chari rivers, and extensive damage in 18 of the country’s 23 provinces, including N’Djamena, where it was estimated that by mid-November 2022, 110 square kilometers of N’Djamena and its immediate surroundings were under water. The floods affected 1,426,948 people nationwide in 237,317 households, destroying 149,900 homes, disrupting water sources and submerging 325,184 hectares of agricultural land (MATHU, 2022). An assessment of post-flood recovery needs carried out with UNDP support estimated the cost of flood damage and losses at over 231,913,000,000 FCFA, or around 387,000,000 USD.

Thus, the Government of Chad has obtained a grant of 150,000,000 USD from the World Bank to finance the “Projet Intégré pour la Lutte contre les Inondations et la Résilience Urbaine à N’Djaména” (PILIER), aimed at reducing the vulnerability of populations exposed to the risk of flooding through an integrated multi-sectoral approach targeting as a priority the areas most affected by the 2022 floods, while taking into account the imperatives of community development and capacity building of governance structures at both central and local levels.

More specifically, PILIER aims to (i) mitigate the negative impacts of flooding through green and grey infrastructure to protect vulnerable areas of N’Djamena from recurrent fluvial and pluvial flooding, and (ii) improve urban planning and management while taking flood risks into account by promoting climate-resilient community interventions and strengthening certain flood-related services.

PILLER comprises four components:

• Component 1 – Drainage and flood protection infrastructure focuses on mitigating the negative impacts of flooding through green and grey infrastructure to protect vulnerable areas of N’Djamena from recurrent fluvial and pluvial flooding. 
• Component 2 – Urban Planning, Resilient Community Services and Intervention focuses on improving risk-informed urban planning and management, promoting climate-resilient community interventions and strengthening selected flood-related services.
• Component 3 – Project Management.
• Component 4 – Contingent Emergency Response (CERC).

Component 2 includes a sub-component 2.2 dedicated to strengthening flood-related urban services, with an emphasis on local community involvement. This sub-component encompasses two components: firstly, small-scale urban interventions targeting participatory flood protection at neighbourhoods’ level, and secondly, strengthening disaster preparedness and response mechanisms at city level.

Sub-component 2.2 of community interventions has been designed using a progressive approach and targeting the following interventions:

• The construction of climate-resilient basic infrastructure and urban services at community level to significantly reduce exposure to risk and vulnerability to disasters and climate change in urban areas.
• The implementation of a program of community interventions in support of a pre-established list of interventions. These interventions will be selected using a participatory approach based on a prioritization protocol and geographic targeting criteria to be developed and agreed with the Government.

All N’Djamena neighbourhoods will be eligible for these interventions, with a particular focus on low-income and climate-vulnerable areas.

The Government of Chad, through the Ministry of Land Management, Housing and Urban Planning (MATHU), has signed a partnership agreement with the UNDP office in Chad to implement the activities of this sub-component 2.2 over a provisional period of 48 months.

In this context, the UNDP Chad office is looking for a Procurement Analyst to facilitate a strategic approach to sourcing in all areas of procurement, supplies and logistics. He/she will ensure coordination and collaboration with the procurement team of the PILIER PMU. 

The Procurement Analyst will work under the strategic guidance and direct supervision of the DRR, Operations Manager, or Procurement Specialist. The Procurement  Analyst either supervises or is a team member of the CO Procurement Unit, and is responsible for effective delivery of procurement services to obtain best value for money.  S/he analyzes and interprets financial results and regulations, and provides solutions to complex procurement issues.  The procurement analyst promotes a collaborative and client-focused, quality and results-oriented approach in the Unit. 

The Procurement Analyst works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials, to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
 

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through effective internal controls, and analyzes parameters in support of modifications to UNDP’s client–oriented procurement management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor. 
• Participate in and provide input to discussions on procurement strategies and plans with projects and other stakeholders and donors to ensure mutual alignment. 
• Conduct analysis and prepare proposals on the CO contract strategy, sourcing strategy, supplier selection, quality management, cost reduction strategies, and improvement in procurement processes in CO.  

• Analyze information as part of preparation of procurement plans for the office and projects; and monitor their implementation.
• Implement proper monitoring systems, mechanisms and controls for procurement processes that cover RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, and negotiation of certain conditions of contract implementation (including payment terms) in full compliance with UNDP rules and regulations. 
• Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP, ACP). 
• Elaborate proposals on procurement process monitoring systems and mechanisms to eliminate deficiencies in procurement, and 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.

Implement a strategic sourcing strategy and e-procurement tools to find best values in the marketplace and align purchasing strategy to project and CO goals:

• Develop and manage rosters of suppliers. 
• Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
• Develop Long-Term Agreements/Framework Agreements for more efficient category management. 
• Manage and implement e-procurement system in CO.

Facilitate procurement knowledge building and knowledge sharing in CO, Region, UNDP and UN:

• Participate in organizing procurement training for the operations and project staff.
• Organize procurement training for vendors on e-procurement modules. 
• Synthesize lessons learned and best practices in procurement.
• Make 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.
Supervisory/Managerial Responsibilities: May supervise support staff in Procurement Unit.

People Management

UNDP People Management Competencies can be found in the dedicated site. 

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 Management-Customer Satisfaction/Client Management:  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns
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, prioritise and control the organizations programmes 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 optimising return on investment.