Guide for UNDP

suppliers using
Quantum Portal
Register Supplier Profile
February 2025 Edition
 Introduction
Several of United Nations (UN) Agencies including United Nations Development Programme (UNDP), United Nations Entity
for Gender Equality and Empowerment of Women (UN Women), United Nations Capital Development Fund (UNCDF), United
Nations Volunteers (UNV), International Civil Aviation Organization (ICAO), and World Meteorologic Organization (WMO),
have partnered together to use a unified new ERP system from Oracle Cloud that includes a supplier portal that will manage
interaction with suppliers for solicitation process and contract management. This document is intended for any supplier who
wishes to do business with any of the aforementioned UN Agencies (Partner Agencies) and to serve as a guide on how to use
the online portal system.

The Supplier Portal guide is intended for individuals or companies who wish to participate in a tenders managed through this
portal or register as an authorized supplier to acknowledge and manage contract agreements via the portal.

This guide covers:

➢ Requirements for registering in the supplier portal;

➢ Steps for self-registration online; and

➢ Practical tips and troubleshooting for the registration.

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 What is Supplier Portal?

The Supplier Portal module is designed to facilitate Supplier interactions during tender process and later for contract
management. The system aims to enhance the integrity and transparency of the procurement process and enables the
streamlining of the processes: Suppliers can use online portal to view solicitation documents, submit their bids, communicate
with procurement office, etc.
The Supplier Portal system addresses UN’s fundamental procurement values, such as fairness, integrity, transparency and
accountability.
Some of the main benefits of the system are:
✓ No late submissions are accepted: The system will automatically not accept any bid after the deadline.
✓ Electronic sealed bids: The system encrypts the bids submitted in the system and does not allow anyone to view any
information provided before the bidding deadline.
✓ Electronic stamping of the bids: The system stamps all information submitted by suppliers and prevents anyone from
altering, deleting, or adding anything to the bid after the deadline for submission.
✓ Streamlines the bidding process: Suppliers can register in the system, retrieve all information and solicitation documents,
submit their bid online, edit it directly in the system, and receive automatic notifications once the evaluation is finalized and
the contract is awarded.
✓ Provides an audit trail: As the Supplier Portal system records all activity in the system, it keeps an audit trail for increased
accountability and transparency.

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 Registration Process
1 - Prepare for registration 2 - Complete online profile
3 - Set your own password

Initiate registration.
1. Prepare copies of required
1. Receive first
documents.
1. Company details. confirmation email.
2. Prepare copies of other optional
2. Contact details. 2. Email with link to set
documents.
3. Company address. password.
3. Select who will use the portal on
4. Business 3. Activate Multi-factor
behalf of the company.
classifications. Authentication (MFA).
5. Bank information.
6. Product categories.
7. Questionnaire.
1 Prepare for registration
Before starting the registration process online, follow the guidance below to prepare in advance so that the registration process
online goes smoothly:

Documents needed for registration

A. Verify that you do not have a profile already. If you
have a profile, you should log in using existing Mandatory:
accounts. Use tips on how to reset password if you do ✓ D-U-N-S number (if you have one) and taxpayer ID or Tax
not remember the password. System will block
duplicate registrations. registration number.
✓ Company name as legally registered.
B. Have copies of required document ready so
registration goes smoothly in one go.
✓ Contact details for maintain the account. Read more details in
the guide.
C. Decide which user within your company will have ✓ Legal address of the company.
access to the supplier portal and with what email
address. ✓ Documentation required if your company falls under one of the
categories as explained in the guide.
✓ Document about women ownership status of the company if
IMPORTANT ADVICE
• Have the necessary information and relevant.
documentation ready before starting ✓ Banking Proof for Spend /Authorised Suppliers
registration process.

• Companies with their own email domains Recommended:

need to make sure that undp.org and ✓ Brief description of the company profile.
oracle.com is not in blocked by their email ✓ Copies for company registration documents.
firewalls. ✓ Copies of following documents if you possess them:
✓ ISO 9001, ISO 14001, ISO 14064, or equivalent;
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✓ Internal company policy documents relevant to these quality requirements;
2 Register Profile
Initiate Registration
To start the registration of your supplier profile please click on the registration link that is provided in the Procurement
notice or that would be provided directly in via negotiations or communication with the UNDP office.

IMPORTANT
If you are already registered in the
system but do not remember your
password, please do not register again.

Please click here to login the system with

your User ID (email address) and the
password. If you have forgotten your
password, you need to click on the "Need
help signing in? Click here" link and
create a new password. Please see
instructions on how to generate a new
password if you forget it.

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 Register Profile
2 Initiate Registration

1. Click on the registration link specific to your CO or Business Unit

2. Enter your email address

3. Click on Send Access code Language Setting
Registration interface is available in English, Spanish,
4. Check your Email and French and will automatically display based on
your internet browser's language settings.
Will default to English if your setting is in any other
language.
 Register Profile
2 Initiate Registration

Check your email for the Access Code / One Time Password

No duplicate profiles
If you do not receive the one-time code, it is likely you already have an
account with that same email. Try forgotten password feature to reset.
Check also that your email firewall is not blocking emails from oracle.com
or undp.org
 Register Profile
2 Initiate Registration

➢Enter the Access Code

➢Click on Continue
 Register Profile
2 1. Company details
Important Guidelines :
• Company Name :
• Use the same legal name as in
official documents.
• Only Latin characters are
allowed.
• Country : Represents the country of
taxation
• Taxpayer ID : Provide in accordance
with your country's regulations.
• Country of Origin : Where your
company is legally registered.
• Drag and Drop : Upload supplier profile
attachments such as the business
registration for the company or
passport/ID for individuals, and proof
of banking.
• Supplier type: Supplier for a company,
or Individual consultant if you are an
You must create one profile corresponding to each legal entity which will submit offers and/or get contracts from UNDP. individual contractor.
If you have a company and also want to do business as individual contractor, create two separate profiles each with
different email address. • Click "Continue" to go to the next
If you want to submit a bit as a Joint Venture (JV), create a profile for the JV only if you have registered it as an section.
independent legal entity. Otherwise, only the lead entity should submit the offer and eventually get contracted.
 Register Profile
2 2. Contact details

Important Guidelines :
• First and Last Name are compulsory.
• Email address is defaulted from the
previous step, the same as the user
account. Do not change it for the first
contact.
• Administrative contact ss the user who
will be able to manage the supplier
profile after registration, including adding
and updated users.
• User account: Select “Yes” so system
creates a user account in the system that
enables you to log in and use the online
portal.
• User roles: All roles are defaulted for the
first contact and should be changed at
this stage. You can update them later in
the Supplier Portal under 'Manage
Profile’ screen.
Plan well who within your company should have access to profile and with what email address. These users, depending • Add another contact: You may click the
on the roles assigned, will be able to submit offers on behalf of your company, and manage orders. button if you want to create multiple
contacts for the same supplier
User selected as administrative contact will be able to create new contacts, update company details, de-activate existing
accounts, etc. • Click "Continue" to go to the next section.
 Register Profile
2 3. Company address

Important Guidelines :
• Address Name: Represents an
abbreviation for the address,
for example, 'JOR' for Jordan or
'HQ' for Headquarters.
• Address Use: By default, all
address purposes are checked
(PO, Payments, or Bids).
• Country: Select the country
from the dropdown list.
• Address Line 1 and City
• Contacts associated with addresses:
Check the box if you want this
address to be linked with contacts,
either for one or multiple contacts.
• Add another address: This option
allows the supplier to add multiple
addresses for their company in case
Adding an additional address will enable segregation of system access for different branches of your company and you they have different branches or
can specify what actions each branch can do between managing orders, payments, or submitting bids. offices.

However, for simplicity and unless you are familiar with the system, it is recommended you keep one address to perform • Click "Continue" to go to the next
all actions listed. section.
 Register Profile
2 4. Business classification

Select any of the classifications

that apply to your company.
Some of the options will require
to upload attachments as proof.

Select “None of the

classifications are applicable” if
your company does not fall
under any of the listed
categorizations.

Click “Continue to continue to

next section.
 Register Profile
2 5. Banking details
Important Guidelines :
Fill the fields in the following sequence
1. Country: Represents the country of
the bank; select the country from the
list.
2. Bank: Search for your bank from the
dropdown list. Select “My bank is not
listed” if you cannot find your bank
from the list.
3. Branch: Select your branch from the
list. The branch number will be
populated once you select the
branch. Select “My branch is not
listed” if you cannot find your branch
from the list.
4. Account Number: The bank account
number.
5. IBAN (International Bank Account
Number): If applicable in your
country.
6. Currency: An optional field; select
from the dropdown list.

This step is optional and can be skipped. However, it is recommended you complete this at this stage as it will make the contract 7. Account Type: An optional field; select
one of the options in the list
issuance process faster if eventually you are awarded with a contract. This information is mandatory to issue a contract.
(Checking, Saving, or Other).
Make sure the bank name matched with company legal name and that you have uploaded documentation requires for bank proof. 8. Account Holder: An optional field;
enter the account holder's name.
Make sure this information is always up to date.
9. Click "Continue" to go to the next
section.
 Register Profile
2 6. Product classification

In this section you can select the categories for the products that you offer. It is based in UNSPSC codes and you can select multiple categories, depending on what you company offers.
Click “Continue” to continue to next section.
 Register Profile
2 7. Questionnaire

4 sections must
be completed in
the
questionnaire:

• Corporate
Profile

• Women-Owned
Organization
Details

• Proof of Banking

• Supplier T&C
 Register Profile
2 7. Questionnaire
Questionnaire

1. Fill in the details section

by section.

2. Click "Next Section" to

move to the next tab or
"Previous Section" to go
back.

3. Ensure all sections are

marked as completed
with a green
checkmark.

4. Finally, click "Submit" to

submit the registration
form to UNDP.

If you click “Save”, you will

be able to resume your
registration later, however it
is recommended you
complete registration in one
go.
 Set your password
3 1. Confirmation email

Email

First Email confirmation

Once you submit your online registration, you will receive the first email that confirms your registration was submitted. This does not mean
that your registration is complete. System is checking and validating for duplicate profiles and if no issues found, will send a second email.

If you do not receive the second email, it means that you may have already a profile already in the system with the same company name,
or same email address.
 Set your password
3 2. Reset password
Activate User Account
Set your password

Once the Supplier profile is successfully created,

you will receive a second email from the system. On the Password Setup page, enter and confirm your password, then click
This email contains a link to activate your account, "Reset Password." If successful, a confirmation message will appear on
set your password, and log in to the system. Click your screen, and a confirmation email will be sent to your address.
on "Activate Your Account" or copy and paste the
URL into your browser's address bar.
 Register Profile
3 3. Activate MFA

Login to the Portal using this link: https://supplier.quantum.partneragencies.org/

Enter your registered email and

password, then click 'Sign In.' The Click 'Enable Secure
Quantum Supplier Portal offers Verification' to proceed.
secure verification for added
security.
 Register Profile
3 Registration completed

Your registration is now completed. You can log in the system from this link:
https://supplier.quantum.partneragencies.org/
 Forgotten Password?
Reset your password

If you have forgotten your password, please take the following steps:
2 You will be prompted to enter your e-mail address,
1 To reset your password, click on Need help signing in? which is the User ID you entered during registration
Click Here. and click Next.

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 Forgotten Password?
Reset your password

A password reset notification email was sent to the email Verify the Inbox and/or the Spam/Junk mailbox of your email
3 4
address associated with your Supplier Profile. Click Close address and identify the email with the Password Reset link.
and verify your Inbox/Spam (Junk) mailbox. Click on Password Reset or copy/paste the URL from the email
into the address bar of your browser. Then follow the
password reset steps.

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Thank you for using UNDP Quantum Supplier Portal!

To view additional resources such as instructional

videos for bidders and this user guide in other
languages, please click here.

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