Hardship Level (not applicable for home-based)H (no hardship)
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeUNOPS IICA2
Target Start Date2024-01-01
Job Posting End DateDecember 25, 2023
Terms of ReferenceGeneral Background
UNHCR undertakes procurement and delivery of approximately $1bn goods and services annually. Mitigating the impact of climate change and environmental degradation on forcibly displaced people and their hosts, supporting their resilience by preserving and rehabilitating the natural environment in displacement settings, and minimizing the environmental footprint of humanitarian assistance, are imperative for UNHCR to fulfil its mandate.
The Supply Management Service (SMS), Division of Emergency, Security and Supply (DESS) is implementing an innovative procurement strategy placing a specific focus on sustainability from an environmental, social and economic standpoint, and in particular, with a lifecycle view of “Value for Money” in products specifications, bid evaluation and procurement decisions.
2. Purpose and Scope of Assignment
In the context described above, SMS is responsible for procuring in a sustainable manner ICT equipment and complex ICT services, as well as digital services, global management consultancy services, evaluation services, lease agreements and construction works which represent altogether a significant portion of UNHCR annual spending.
The incumber, under the general supervision of the Head of Category Management and in close collaboration with the Global Sourcing Unit, the HQ Divisions, the Regional Bureaus and the Field Operations as relevant will be responsible for overseeing and monitoring respectively HQ and Field procurement actions for the items mentioned above ensuring that the relating category items are procured in adherence to UNHCR applicable policies, strategies and internal procedures, including SMS Sustainable Supply Strategy.
In particular, the UNOPS contractor in relation to HQ solicitation procedures will be in charge, for the part under SMS responsibility, for the management of the very sensitive and complex contractual negotiation phase for such requirements, which may often require deviations from the standard practices in relation to some critical contractual aspects.
In addition to other daily activities guided by Head of Unit, the incumbent will also contribute to further embed sustainability in SMS supply Chain by supporting the development of adequate tender and contractual templates aimed to ensure adherence to SMS Sustainable Supply Strategy in the areas under her/his responsibility.
Other tasks which are related to the scope of this assignment are:
- Acting as DESS Category Manager for Consultancy Services (Administrative, Legal, and Evaluation Services) and Lease Agreements, regularly monitoring relevant contract establishment and implementation to secure compliance with UNHCR policies, strategies and internal procedures, including SMS Sustainable Supply Strategy.
- Liaise with the category managers for ICT and Land & Building respectively in the HQ Divisions of DIST and DFAM. with the purpose, in particular, to promote and monitor the implementation of SMS Sustainable Supply Strategy in their respective areas of responsibility.
3. Monitoring and Progress Controls
The incumbent will report to the Head of Unit, who will monitor the progress of the major activities conducted and milestones achieved against this TOR.
This position is located within SMS in Budapest, Hungary. The position requires close collaboration within the different Units in SMS. The position will also engage with counterparts in the field and regional Bureaux, and stakeholders across many of UNHCR’s Divisions as necessary.
4. Qualifications and Experience
a. Education (Level and area of required and/or preferred education)
• University degree Economy, Law, Business Administration or equivalent.
• Proven system analysis and technical writing skills and ability to articulate complex contractual requirements, such as ICT Services, Consultancy Service and Construction works.
• Strong commitment to environmental preservation, circular economy, and sustainable development
• Strive to live up to high ethical and professional standards.
• Excellent communication, presentation, facilitation, and interpersonal skills.
• Excellent written and spoken English.
b. Work Experience (List number of years and area of required work experience. Clearly distinguish between required experience and experience which could be an asset.)
• Minimum of 6 years of experience at the professional level in progressively responsible
functions, specializing in contractual matters in the area relevant for the scope of the assignment; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree.
• Experience in working for UN organizations / International organizations / NGOs / Public Sector could be an asset.
c. Key Competencies
(Technical knowledge, skills, managerial competencies, or other personal competencies relevant to the performance of the assignment. Clearly distinguish between required and desired competencies)
• Required experience in procurement and contractual matters for the items mentioned in the scope of the assignment.
• Desirable good knowledge of a second UN Language (preferably French and/or Spanish).
Procurement Officer
Organizational Setting and Work Relationships
The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. The incumbent normally reports to the Senior Supply Officer or Senior Procurement Officer. In the Country Operation s/he normally reports to the Head of Office, to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. S/he directly supervises professional and/ or general service staff.
The Procurement Officer takes on the role of leading, coordinating and supervising procurement activities within an office. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors in the area of responsibility to facilitate all procurement activities. As and when required, the incumbent will provide procurement functional advice to other units under the respective area of responsibility and assist in drafting (frame) agreements.
The incumbent's role is to deploy effective and efficient procurement skills in conformity with the prevailing rules and regulations. The incumbent will assist in the development of complex goods and services contracts, will manage vendors, define clear terms and conditions and ensure best value for money as well as assist in identifying and managing associated risks. S/he takes part in the development of effective procurement strategy, in cooperation with requesting units, leveraging sustainability, social, economic, environmental and/or climate considerations in support of SDG12. S/he reviews and/or drafts procurement cases to be presented to the respective Committee on Contracts.
The Procurement Officer function extends to providing advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement rules and regulations. The incumbent provides necessary support in identifying opportunities for capacity development in the supply teams, for requesting units, and for other stakeholders (such as Partners).
The incumbent maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations. S/he exchanges information with counterparts in other UN agencies, and International Organisations within the framework of joint UN collaboration and mutual recognition, if and whenever necessary. S/he is responsible for observing the maximization of resources and the simplification of processes through cooperation with other UN agencies (Deliver as One).
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
- Lead the day-to-day procurement process to ensure timely, cost-effective and adequate delivery of goods and services to support operational needs, factoring in sustainably, economic, environmental and/or climate considerations.
- Ensure high quality standards for goods and services procured by UNHCR by developing and maintaining specific internal control and self-evaluation criteria/procedures.
- Contribute to the development of procurement and supply chain strategies for important commodities and services and ensure adequate capacity to respond to emergencies.
- Coordinate strategic procurement meetings with requesting units to ensure the adoption of an adequate procurement action for specific requirements.
- Review and advise on relevant purchase requests to ensure they are complete and in accordance with specifications, standards, procurement policy and procedures, available resources and delivery time.
- Conduct market surveys, identify, assess and select vendors based on their capability for timely and effective delivery.
- Evaluate purchase requisitions, prepare and dispatch quotation requests and/or tenders, guide and support the evaluation of offers and bid-tabulations.
- Prepare the tendering documents (Request for Proposals, terms of references) ensuring that the bidding process is in line with the established UN/UNHCR Financial Rules and Procedures and procurement regulations and guidelines.
- Analyse bids, prepare/review financial evaluation and coordinate the entire evaluation process.
- Manage negotiations with suppliers and develop and prepare contracts for procurement of goods and services by defining terms and conditions, ensuring best quality/delivery terms and pro-active management of associated risks.
- Prepare relevant documents for submissions to the Committee on Contracts.
- Prepare Contracts and Purchase Orders based on Statement of Works or Terms of Reference from requesting sections and send confirmations, requests for inspection and other correspondence.
- Approve purchase orders according to delegated authority.
- Conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to requestors and vendors.
- Guide the offices should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
- Coordinate with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP), including mapping of FSPs.
- Advise operations and colleagues on partner procurement multifunctional team role and Partner Procurement Qualification processes and requirements.
- Liaise, as appropriate, with the HQ/SMS and requesting units in the field, providing procurement advice on relevant policies and procedures and clarifying terms of reference/specifications.
- Disseminate and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- Contribute to effective information flow in the supply chain to achieve operational objectives in a timely and cost-effective manner.
- Assist in the resolution of difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
- Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
- Contribute to the identification of partners for supply chain projects based on objectives, priorities, strengths, and resources of the Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
- Support in the coordination of activities of Partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures. Ensure Supply participation in the multifunctional teams for partner verification.
- Develop relevant contacts and build constructive relations with government authorities, partner Organizations, UN Agencies and other external counterparts to foster mutual cooperation for timely delivery of goods and services, avoiding bottlenecks such as streamlining green light processes and customs clearance processes.
- In coordination with Senior Supply focal points, contribute to the development and provision of procurement training.
- Manage staff performance and coordinate procurement activities ensuring broad understanding and adherence to the relevant and prevailing procurement rules and procedures.
Regional Bureaux
- Advise Country Operations in implementing procurement strategies based on requirements, risks and emergency context.
- Provide advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement rules and regulations.
- Mainstream UN procurement principles, as well as UNHCR internal policies throughout the region.
- Review procurement cases from the operations that are above the country operations delegations, provide feedback as required, prepare Statement of Recommendation and clear the cases for the relevant procurement authority.
- Advise on the analysis of country financial reports and work with the senior staff to address areas relating to procurement aspects of operations.
- Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Capture, analyse and report on procurement data from the different Country Operations of the Bureau.
- Track global Procurement KPIs for the region and assist in preparation of regional ones, as required.
Country Operations
- Provide support to Country Operations on how to create/maintain a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses.
- Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Lead the partner procurement assessment and coordinate within the MFT on the delegation of procurement process.
- Monitor, coach, guide and advise the staff within the given area of responsibility.
- Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations.
- Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Ensure timely green light processing and customs clearance of consignments.
- Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
- Act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.
- 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
Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
Field(s) of Education
'
or other relevant field.
Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS
Supply Chain Learning Programme
Fritz Institute Certificate in Humanitarian Logistics (CHL)
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Solid functional knowledge for effective and efficient procurement of goods and services is of paramount importance.. Good working knowledge and experience in handling contract issues in the context of public procurement. Knowledge of best practices of procurement and subject matter expert in public procurement. Proven problem solving and statistical analysis capacity. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service-oriented manner. Proven ability to manage a team. A combination of excellent technical and soft management skills including an extensive experience in negotiations is a further requirement. Good understanding on applying International Commercial Terms (INCOTERMS), experience in international transport arrangements by air, sea and land including basic understanding on customs clearance formalities, cargo specific requirements (i.e. dangerous goods, temperature-controlled goods, etc) and basic packaging / palletization requirements.
Desirable
experience and working knowledge of ERP systems, ideally of UNHCR's MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8.
Functional Skills
SC-Supply Planning
SC-Warehouse Management
SC-Logistics
SC-Customs clearance
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-UN/UNHCR Procurement Rules and Procedures
SC-Supply Chain planning and strategy development
(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.
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SkillsSC-Customs clearance, SC-Logistics, SC-Supply Chain planning and strategy development, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures, SC-Warehouse Management, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
EducationBachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Law
CertificationsHCR Supply Chain Learning Program - UNHCR, Institute of Purchasing and Supply - Other
Work Experience
Other informationThis position doesn't require a functional clearance