Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2024-02-01
Job Posting End DateDecember 18, 2023
Standard Job Description
Senior Procurement Assistant
Organizational Setting and Work Relationships
The Senior Procurement Assistant provides procurement support to all activities pertaining to the procurement function including planning, tendering, evaluation, award and contract administration within the area of responsibility (AoR).
The incumbent is supervised by a relevant higher-level position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the procurement function. The duty of the incumbent is to support procurement management within the geographical area covered while exercising efficiency in the use of those resources.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
- In compliance with procurement rules and procedures, support the related procurement activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
- Apply UNHCR's sourcing & procurement strategy when planning and/or purchasing commodities and services.
- Examine purchase requisitions to ensure conformity and liaise with requesters when necessary.
- Prepare Requests for Quotation as well as formal tender documents.
- Actively support Evaluation Committees within the AoR.
- Produce bid tabulations and prepare Purchase Orders for approval.
- Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
- Administer contracts and update vendor performance evaluation in coordination with the Contract Manager
- Provide information on all procurement activities within the AoR.
- Provide guidance on procurement activities by Partners, as well as evaluation of Partners¿ procurement capacity. Participate in Multi-Functional Teams (MFTs) formally reviewing Partners¿ qualification.
- Support CBI activities within AoR.
- Maintain accurate and comprehensive records on procurement activities and provide reports and updates periodically, and on request. Compile statistical information on procurement related matters that will assist in decision making.
In the Regional Bureaux
- Track global Procurement KPIs for the region and assist in preparation of regional ones, as required.
- Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers.
- Contribute to the elaboration of the procurement plan for the Regional Bureau.
- Assist Country Operations in MSRP management within the AoR.
In the Country Operations
- Ensure local liaison to effectively support procurement activities.
- Assist in procurement management of goods and services according to UNHCR rules and regulations as well as country-specific SOPs;
- Assist in vendor evaluation and preparation of submissions to relevant CoCs.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Supply Chain, Procurement, Administration,
Economics, Law, Engineering
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Not specified
Desirable
Not specified
Functional Skills
SC-Supply Planning
SC-Public procurement
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Customs clearance
SC-Logistics
SC-Asset Management
SC-Fleet Management
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile The Senior Procurement Assistant is responsible for managing the Information and Communications Technology (ICT) portfolio of goods and services in the ICT Procurement & Corporate Apps Unit, under the supervision of the Head of Unit and in close collaboration with the unit members.
Daily activities involve placing purchase orders, order tracking, conducting secondary bidding processes, supporting in conducting tendering processes, preparing draft procurement submissions for contract award and contract amendment, submitting procurement submissions for review and approval of the Head of Supply Management Service (SMS) using the relevant online platform and contributing to proper contract and vendor administration, while ensuring filing and archiving of relevant procurement files and other relevant documents.
The staff member shall also support the development, monitoring and timely update of the yearly DIST procurement plan, as well as the Individual Procurement Strategy and Planning where applicable.
As a general responsibility, the staff member shall contribute to providing assistance to Field Offices and HQ Requesting Functions (mainly DIST) as necessary on procurement processes and the use of MSRP Finance and Supply Chain Module (purchasing, procurement contracts, item master, supplier master).
All the above activities and tasks shall be conducted in strict adherence to the applicable Procurement rules and regulations, as well as the overall DESS-SMS Strategy, including but not limited to UNHCR’s sustainability effort.
Close collaboration is required with the Strategic Sourcing Relationship Management Unit of DIST, business owners and item category owners in DIST, SMS Vendor Management and Contract Administration Unit and suppliers.
Experience in service and/or goods procurement, a good knowledge of MSRP Finance and Supply Chain Module and Excel are required together with a team- and customer-oriented mindset.
Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements
Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
G5 - Salary range: NET 498,349 HUF - NET 583,795 HUF.
Benefits:
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).
Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Required languages (expected Overall ability is at least B2 level): English
,
,
Desired languages
,
,
Operational context
Additional Qualifications
SkillsIT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Public procurement, SC-Supply Planning
Education
CertificationsAdministration - Other, Economics - Other, Engineering - Other, Law - Other, Procurement - Other, Supply Chain - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional Information
Functional clearanceThis position doesn't require a functional clearance