Project Procurement Analyst [Open to internal and external applicants]

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

1. Office/Unit/Project Description

UNDP’s Rule of Law Programme in Pakistan is working to strengthen the rule of law and to ensure equal access to justice and security services, particularly for women and marginalized groups across Pakistan in Khyber Pakhtunkhwa (KP) including the merged districts (MDs), Balochistan, and Islamabad Capital Territory (ICT). In close collaboration with a range of government, rule of law and justice sector institutions, the overall Programme aims to enhance and sustain peace and stability for the longer-term in Pakistan.

The Programme activities and interventions therefore directly correspond with the government of Pakistan’s strategies and commitments to rule of law and justice reforms, as well as improving the efficiency and effectiveness of institutions to deliver accountable and affordable security and justice services to the public.

The Rule of Law Programme implementation is guided by the following four strategic objectives:

• Policy, legal and regulatory frameworks strengthened to warrant people-centered, equitable, timely, affordable justice and security delivery to all people with an emphasis on women, marginalized and vulnerable groups, and digital technologies.
• Capacity of justice and security stakeholders (duty bearers) enhanced to deliver inclusive, timely, and accessible services to all people with an emphasis on women and digital technologies.
• Capacity of women, and the most vulnerable and marginalized (rights holders) strengthened to access referral pathways to justice and security.
• Justice and security sector institutional facilities enhanced to deliver inclusive, timely, and accessible justice and security services, through women friendly and gender-responsive infrastructure development support with an emphasis on flood resilience and green energy.

Against this backdrop, UNDP actions and interventions are aimed at restoring public confidence and service delivery in the formal justice and rule of law sectors through a range of initiatives i.e. policy development and reform, fostering justice and security sector governance, as well as oversight and accountability at an institutional level with emphasis on inclusive and gender-responsive programming. The overall engagement strategy, therefore, involves both federal and local levels. The Programme is implemented in partnership with the Judiciary, Police, Prosecution, Prisons, Probation and Reclamation, Bar Associations, Civil Society Organizations (CSOs) and the academia both at federal and provincial levels.

The Project Procurement Analyst will provide dedicated procurement planning, coordination and management support for programme activities. The Analyst will facilitate transparent, competitive, timely and value-for-money procurement of goods, services, works and specialized technical expertise in accordance with UNDP procurement policies, procedures and applicable programme requirements.

The Analyst will support procurement planning, solicitation and evaluation processes, contract award and administration, vendor performance monitoring, procurement compliance and reporting, including technically complex requirements relating to infrastructure, refurbishment, ICT equipment and digital solutions. S/he will coordinate closely with designated other team members and relevant Country Office colleagues while maintaining appropriate segregation of duties and institutional controls.

2. Scope of Work

Under the supervision of the Project Operations and Finance Analyst, the Project Procurement Analyst will plan, coordinate and manage procurement processes for programme activities. The Analyst will work closely with technical and operations colleagues to ensure that procurement requirements are appropriately planned, documented, processed, monitored and administered in accordance with UNDP procurement policies and procedures and applicable programme requirements.

Key Duties and Responsibilities

I. Lead procurement planning and provide procurement advisory support.

• Prepare, consolidate, regularly update and monitor the programme procurement plan in coordination with designated other team members and relevant Country Office colleagues.
• Review planned procurement requirements for goods, services, works and consultancy contracts and advise on appropriate procurement strategies, methods, sequencing, timelines and documentation requirements.
• Support early identification of procurement needs and dependencies to ensure procurement actions are initiated in sufficient time to meet programme implementation schedules.
• Provide guidance on procurement processes, lead times, applicable policies and documentation requirements and support consistent application across programme activities.
• Analyse procurement pipelines and identify potential delays, risks, bottlenecks and opportunities for consolidation or efficiency, recommending appropriate follow-up actions.
• Coordinate procurement planning with financial and operational planning to ensure resource availability and alignment with approved workplans and programme priorities.

II. Coordinate preparation and implementation of solicitation and evaluation processes.

• Coordinate preparation and quality review of procurement documentation, including requisitions, solicitation documents, evaluation criteria, schedules and other required procurement records.
• Coordinate with designated other team members to ensure that terms of reference, statements of work, technical specifications, bills of quantities and other technical requirements are complete, clear and suitable for competitive procurement.
• Manage and/or facilitate solicitation processes for goods, services, works and consultancy requirements in accordance with applicable UNDP procurement procedures.
• Coordinate responses to bidder queries, pre-bid meetings, site visits and other procurement-related communications, ensuring fairness, transparency and appropriate documentation.
• Support and coordinate bid/proposal evaluation processes, including establishment of evaluation panels, preparation of evaluation documentation and timely completion of technical and financial evaluations.
• Prepare and/or coordinate procurement submissions, recommendations for award and supporting documentation required for relevant review and approval processes.
• Maintain appropriate segregation of duties, confidentiality, fairness and transparency throughout procurement processes.

III. Support contract award, administration and vendor performance management.

• Coordinate contract-award and related procurement actions following completion of required reviews and approvals.
• Maintain a systematic overview of programme contracts, purchase orders, procurement milestones, expiry dates, deliverables and other key contractual requirements.
• Support contract administration in coordination with designated other team members and relevant Country Office colleagues, including amendments, extensions and other contractual actions as required.
• Monitor procurement and contractual timelines and follow up on pending actions that may affect programme delivery.
• Support vendor and contractor performance monitoring and maintain appropriate documentation of performance issues, corrective actions and lessons for future procurement.
• Facilitate timely resolution or escalation of procurement and contract-administration issues in accordance with UNDP procedures.
• Support orderly contract completion and closure, including confirmation that required procurement and contractual documentation is complete.

IV. Support specialised and technically complex procurement requirements.

• Coordinate procurement processes relating to infrastructure and refurbishment works, ICT equipment, digital justice solutions, specialized technical services and other complex programme requirements.
• Coordinate with designated other team members responsible for technical requirements to ensure appropriate procurement approaches and complete technical documentation, while preserving clear segregation between procurement and technical responsibilities.
• Support market research and sourcing approaches, where required, to inform procurement strategy, competition, value for money and availability of suitable suppliers or service providers.
• Advise on procurement packaging, market approaches, solicitation methods and timelines for complex or interdependent requirements.
• Promote environmentally and socially responsible procurement considerations, accessibility and sustainability where relevant and consistent with UNDP procurement requirements.
• Identify procurement risks associated with technically complex requirements and recommend appropriate mitigation measures and sequencing.

V. Ensure procurement compliance, monitoring, records and reporting.

• Ensure procurement actions are conducted in accordance with UNDP procurement policies, procedures, delegated authorities and applicable programme and donor requirements.
• Maintain complete, accurate and audit-ready procurement files, trackers and records for programme procurement actions.
• Monitor implementation of the procurement plan and provide regular updates to programme management on procurement status, timelines, risks, delays and required decisions.
• Provide procurement information and supporting documentation for programme reviews, audits, spot checks, donor reporting and other assurance processes, as required.
• Support implementation and follow-up of procurement-related audit or review recommendations and strengthen controls where required.
• Coordinate with relevant Country Office procurement and operations colleagues on institutional processing, committee reviews, contracting and other corporate procurement requirements.
• Contribute procurement inputs to programme workplans, progress reports, management updates and other programme documentation, as required.
• Keep abreast of changes in UNDP procurement policies, procedures, systems and good practices and support their consistent application within the Programme.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

3. Institutional Arrangement

The Project Procurement Analyst will be based in the UNDP Pakistan Country Office in Islamabad, with travel to programme implementation locations, particularly Khyber Pakhtunkhwa and Balochistan, as required.

Under the supervision of the Project Operations and Finance Analyst, the Project Procurement Analyst will provide dedicated programme-level procurement planning, coordination and management support for activities.

The Project Procurement Analyst will work closely with relevant programme colleagues and relevant UNDP Country Office procurement and operations units, to ensure timely, transparent, competitive and compliant procurement. Technical specialists will remain responsible for substantive and technical requirements and acceptance of specialised deliverables, while the Procurement Analyst will manage and coordinate the applicable procurement processes.

4. Competencies

Core Competencies Achieve Results LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition

Procurement
Procurement Management

The ability to acquire goods, services or works from anoutside external source

Procurement

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business Management Risk Management Ability to identify and organise action around mitigating and proactively managing procurement, contractual and operational risks.

Business Management
Project Management
Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals.

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 fulfil 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

Systems 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 Communication

Communicate in a clear, concise and unambiguous manner both through written and verbal communication ; to tailor messages and choose communication methods depending on the audience.

‡Ability to manage communications internally and externally, through media, social media and other appropriate channels

Please refer to the competency framework site for the entire list of competencies and further

explanations.

5. Minimum Qualifications of the Successful NPSA

Min. Academic Education

• Advanced university degree (Master's degree or equivalent) in Business Administration, Public Administration, Procurement, Supply Chain Management, Finance, Economics, Management or a related field OR
• A first-level university degree (Bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience, will be given due consideration in lieu of the advanced university degree.
• CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage