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 Reference1. General Background
UNHCR annually procures and delivers approximately $1 billion worth of goods and services. 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.
Since 2022, by implementing its Operational Strategy on Climate Resilience and Environmental Sustainability (2022-2025), UNHCR aims at improving the sustainability of the end-to-end supply chain, including planning, sourcing, contents, manufacturing processes, procurement, delivery, and lifecycle management of relief items to provide humanitarian assistance.
The Supply Management Service (SMS) within the Division of Emergency, Security and Supply (DESS) is implementing this innovative strategy placing a specific focus on sustainable procurement, with a lifecycle view of “Value for Money” in specifications, evaluation criteria and contract management of goods and services.
SMS is committed to the following outcomes by 2025:
• Specifications for relief items and generators updated and improved for environmental sustainability. Continue expanding to other products.
• Environmentally sustainable (recycled, recyclable, biodegradable or sustainably sourced) contents of UNHCR’s relief items are increased by 20%.
• Proportion of plastic in relief items packaging reduced by 20%.
• Energy efficiency from generators used by UNHCR increased by 20% in 70 target country operations with intensive supply operations.
• Aggregate GHG emissions from the production and delivery of relief items and other standard product item assistance to refugees and displaced populations reduced by 20%.
• 70 country operations targeted with supply waste management services (full loads, recycling, repurpose, safe disposal).
• Geographic distribution of Global Frame Agreements for 8 relief items expanded, with 25% reduction in source markets concentration.
• CO2 emissions from international freight reduced by 10%.
• Average stock duration on hand (inventory ageing) in country operation warehouses reduced by 25%.
In the context described above, this broad agenda calls for bold and organization-wide thinking, as incremental improvements no longer suffice.
The purchase of energy-using products, equipment and services can have a significant impact in the Organization’s overall carbon footprint. Therefore, UNHCR is looking for an expert who will support the procurement of energy-efficient goods and services to meet the energy needs of Persons of Concern in a safe and sustainable manner, to focus on the product lifecycle quality management and to ensure that the energy necessary for UNHCR's response is clean and renewable.
The following are some of the goods and services which are part of the energy-related procurement undertaken by UNHCR to support refugees, host communities and other Persons of Concern:
• Solar lanterns
• Solar cookers
• Solar streetlights
• Generators/renewable energy solutions
• Fuels
• Lighting devices (indoor and outdoor)
• Heating, ventilation, and air conditioning
• Building and construction design (i.e. warehouses)
2. Purpose and Scope of Assignment
To address the issues related to sustainability and further develop a green transformation of the goods and services, SMS/DESS in 2024 is planning to:
• Support the procurement of energy-related goods and services with a focus on reducing their environmental impact (including but not limited to carbon footprint).
• Provide guidance and technical support to staff on their procurement requests of energy-related goods and services.
• Conduct market research reports for specific energy-related goods and services.
• Develop sustainability evaluation methodology for the selected energy-related goods and services.
• Verify suppliers’ eligibility and proposals for energy-related product compliance with sustainable selection criteria where requested.
• Coordinate with other category managers (transport, plastic and textile items, Consultancy
services, etc..) analysis of procurement request from HQ, regional and field operations as well as other UN agencies.
• Collaborate with leading industry experts to learn and integrate sustainable practices into UNHCR's supply chain.
• Cooperate with other humanitarian organizations in achieving sustainable development goals.
• Support calculation of carbon emissions of Scope 3 activities (including procurement of energy-related goods and their transportation) to identify, measure and reduce carbon footprint.
• Guidance on end-of-life management practices (e-waste treatment, reusability, repairability, and recyclability of energy-related products) for UNHCR operations.
• Involvement in recycling programs (both, local and global) for the energy-related goods procured by UNHCR.
• Ensure compliance with company policies and procedures related to procurement, supply chain management, and sustainability.
The incumbent will contribute to further embed sustainability in UNHCR’s supply chain, ensuring technical knowledge of sustainable and efficient energy solutions and practices, and promoting increased adherence to sustainability of procurement and of regular coordination with other Units in addition to other daily activities guided by Head of Unit.
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 UNHCR’s Divisions, in particular the technical Units in DRS.
3. Monitoring and Progress Controls
The incumbent will report to the Head of Unit, who will monitor the progress of following major activities and milestones:
• Development of technical specifications and detailed baselines for the procurement of sustainable energy-related goods and services as requested.
• Development of sustainable evaluation criteria for the selection of bids as well as update the sustainability evaluation methodology for procurement goods and services under this category.
• Provide technical support to staff towards more sustainable outcomes across different energy-related goods and services including waste management practices (e-waste).
• Manage product category assortment, including assortment planning, selection, and optimization.
• Collect data and monitor market trends of energy-related goods and services, assessing alternative products, and pricing to identify opportunities, and so informing UNHCR relevant sourcing decisions.
• Stay updated and monitor market dynamics, including end-user preferences, industry trends,
regulatory changes and emerging technologies relevant to the category so as to be able to adjust the category strategies accordingly.
• Support data collection for measuring carbon emissions of the two categories of Scope 3: 1) procurement of goods and services (LCA) and 2) Transport and distribution.
• Analyze purchasing and inventory data and key performance indicators to identify opportunities for improvement and make data-driven recommendations.
• Draft and update market analysis reports.
• Collaborate with the Global Sourcing Section to negotiate and maintain favorable contractual terms and pricing in relation to the products under the responsibility of the category manager.
• Review and analysis of requests from global, regional, and local UNHCR operations, divisions, and relevant units in compliance with the developed specifications for sustainable energy-related goods and services.
• Provide guidance and support to cross-functional teams within DESS, and including Country Operations and Regional Bureaux, to ensure the successful execution of category strategies.
• Monitor inventory levels and ensure alignment with forecasts, working closely with the Inventory and GSM teams to minimize stock-outs and overstocks.
• Conduct regular performance reviews of products and suppliers to ensure they meet quality standards and expectations.
4. Qualifications and Experience
a. Education (Level and area of required and/or preferred education)
• University degree in Engineering, Environmental Management or Sustainable Development or equivalent degree (desirable postgraduate).
• Proven system analysis and technical writing skills and ability to articulate complex system requirements.
• 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 renewable energy; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
• Experience with sustainable/renewable energy solutions/projects and/or CO2 emission reduction project(s) and/or environmental, social and corporate governance (ESG).
• Relevant experience in developing market research reports for energy-related goods and services
• Familiarity with the latest sustainable processes/technologies/products in the energy sector.
• Understanding of sustainable and efficient energy practices and tools
• Understanding of related subjects such as economics, natural resource management, climate and energy policies.
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)
• Proven experience in category management or related roles
• Experiences in working for humanitarian organizations/International organizations/NGOs/Public Sector/Academia
• Knowledge of market research techniques and familiarity with market research tools.
• Strong commitment to environmental preservation, circular economy, and sustainable development.
• Strong knowledge in renewable energy sector
• Desirable knowledge on standards such as: ISO 50001- Energy Management, ISO14001 Environmental Management system and/or Verasol certification
• Strive to live up to high ethical and professional standards.
• Excellent communication, presentation, facilitation, and interpersonal skills
• Excellent quantitative and analytical skills, with proven ability to lead and communicate project results both verbally and in writing.
• Excellent written and spoken English.
• Advanced knowledge of a second UN Official language.
• Proficiency in MS Office
Senior 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. In the Bureau, the incumbent normally reports to the Senior Management in charge of Supply, Senior Supply Coordinator, Senior Operations Coordinator or to the Head of Bureau Strategic Planning and Management Service or the Senior Strategic Planning and Management Coordinator. 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.
The Senior Procurement Officer leads, oversees, coordinates, and supports the procurement activities at global, regional, or country operations level. The incumbent will lead a procurement team, whilst discharging her/his duties and in doing so s/he will supervise staff in the international professional and general service category.
The incumbent will manage the procurement processes in a timely and cost-effective manner, in conformity with UN/UNHCR's procurement rules and regulations. S/he is responsible to lead the development of complex goods and services contracts, clearly define terms and conditions, ensure best value for money, and pro-actively manage associated risks. Thus, the Senior Procurement Officer must ensure that high quality acquisition process is combined with faster turnaround of end-to-end procurement actions (from planning to contract establishment and order placement) and timely delivery of goods and services for effective program implementation. The incumbent acts as Ex-Officio to the HCC.
The incumbent's role is to deploy effective and efficient procurement skills in conformity with the prevailing rules and regulations. S/he will assist in the development and recommendation of various operational policies and procedures within the framework of UNHCR procurement rules and regulations and provide expert functional advice to the upgrade of operating systems/tools. S/he will contribute to effective procurement strategy, in cooperation with HQ or Field Requestors and other relevant stakeholders, factoring in sustainability, social, economic, environmental and/or climate considerations in support of SDG12. In this aspect, s/he will provide functional advice to Requesting Units and other relevant stakeholders, promote public procurement practices that are sustainable and guide in the drafting of frame agreements.
The incumbent will need to deploy an effective global framework for managing suppliers, across the three dimensions of administration, contract performance and ethical compliance. Good, professional, and ethical relations will be maintained with suppliers. This gives a key external image of the function, where the incumbent must represent the Organisation with gravitas and with the required technical expertise that will engender supplier confidence.
The incumbent also maintains an open communication channel and shares 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), and with her/his involvement in inter-agency coordination mechanisms.
The Senior 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 plays an important role in identifying opportunities for capacity development in the supply teams, for requesting units, and for other stakeholders (such as Partners).
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
- Design and continuously improve procurement planning tools and procedures to be used by UNHCR and partner Organizations.
- Establish strategic procurement plans to improve value for money and monitor procurement forecasts versus actual requirements, factoring in sustainably, economic, environmental and/or climate considerations.
- Develop procurement and supply chain strategies for important commodities and services and ensure adequate capacity to respond to emergencies.
- Make recommendations to improve contract clauses and processes to ensure the best delivery and service terms.
- Coordinate, manage and support the procurement process to ensure timely, cost-effective, and adequate delivery of goods and services to support operational needs.
- Conduct market surveys, identify, assess, and select vendors based on their capability for timely and effective delivery.
- 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.
- Clear and approve relevant tendering documents for procurement of goods and services up to delegated authority.
- Negotiate and conduct interviews with suppliers as required.
- Prepare, clear, approve and present relevant submissions to the relevant Committee on Contracts in conformity with UN/UNHCR Financial Rules and Regulations, in the role of Ex-Officio.
- 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 and sign contracts and purchase orders, as well as frame agreements according to delegated authority.
- Support and guide the office, on the procurement aspect, should they need additional office space or extensions to their office leases, lease hold improvements or other construction.
- 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).
- Ensure Vendor review and administration is properly conducted and managed, including maintenance of the vendor and item master databases.
- Organize and conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to relevant parties.
- Monitor the quality and accuracy of supply chain related data in relevant business systems.
- Analyse statistical information; identify trends and developments in procurement related matters that will assist in decision making.
- 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.
- Disseminate, promote, and monitor compliance with UNHCR's global policies, standards, and guidance on supply chain management.
- Coordinate the work of the procurement function to achieve operational objectives in a timely and cost-effective manner. Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
- Identify 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.
- Coordinate activities of Partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Advise operations and colleagues on partner procurement multifunctional team role and Partner Procurement Qualification processes and requirements.
- Maintain an up-to-date overview of the location`s supply chain capacity and preparedness, as well as, that of its partners to ensure that adequate capacity exist also to cover emergencies.
- 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.
- Ensure effective information flow in the supply chain.
- Establish and maintain an efficient and skilled workforce that can support on-going operations.
- Manage staff performance and coordinate procurement activities ensuring broad understanding and adherence to the relevant and prevailing procurement rules and procedures.
- In coordination with GLDC and the Supply focal points, contribute to the development and provision of procurement training.
- Monitor infrastructure and ensure that it is optimally aligned with the operational needs.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks, and resources defined and monitors the project execution against the plans and acts when actual implementation deviates from plans.
- Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
- Perform other related duties as required.
Regional Bureaux
- Advise Country Operations in implementing procurement strategies based on requirements, risks, and emergency context. Contribute to the elaboration of contingency planning whenever needed.
- Provide advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement rules and regulations.
- Advise and review the sourcing/procurement aspects of the supply function, as Bureau remains a procurement-prone region requiring a sound level of risk management tools.
- Mainstream UN procurement principles, as well as UNHCR internal policies throughout the region.
- Secondary review for RCC Submission.
- Act as Ex-officio of the Regional Committee on Contracts.
- Capture analyse and report on procurement data from the different Country Operations of the Bureau.
- Monitor adequate implementation of procurement KPIs for the region and draft regional ones, as required.
- Design procurement regional training materials and deploy adequate training tools of regional supply staff and relevant stakeholders.
Country Operations
- Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Engage with MFT on delegation of procurement to partners. Clear the recommendations made by the supply function under comparative analysis
- Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
- Engage with local authorities to facilitate timely green light processing and customs clearance of consignments.
- Coordinate local inter-agency procurement activities.
- Act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.
Minimum Qualifications
Years of Experience / Degree Level
For P4/NOD - 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree
Field(s) of Education
Procurement, Supply, Logistics,
Business Administration, Law, Engineering,
or other relevant field.
Certificates and/or Licenses
Proc & Supply Fellowship-CIPS
IAPSO/UNDP Procurement
UN Joint Logistics Centre
Project Management Certification
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Profound and extensive functional procurement expertise is essential to enable effective procurement processes that deliver the best outcomes for UN in compliance with rules and regulations. Strong theoretical background and substantive experience in contracting for goods and services, excellent working knowledge of business administration and contractual laws. Experience in handling complex 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. Proven ability to lead a team. Proven proactive and customer service-oriented attitude. Experience in contracts 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. Team player, flexible and adaptive in various situations, including multi-cultural and multi-lingual environments. 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
Combination of academic knowledge, procurement management and field supply experience. Technical knowledge of types of services and goods purchased by UNHCR's Headquarters as well as Regional and Field Offices. Relevant training, such as CIPS, IAPSO, UNJLC or other public procurement trainings. Experience and working knowledge of ERP systems, and UNHCR's MSRP Supply Chain Module.
Functional Skills
SC-Supply Planning
SC-PeopleSoft Supply Chain Management
SC-Customer Oriented Skills - Care
SC-Contract management
SC-UN/UNHCR Procurement Rules and Procedures
IM-Statistics Analysis
(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.
,
,
,
,
SkillsIM-Statistics Analysis, SC-Contract management, SC-Customer Oriented Skills - Care, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures
EducationBachelor of Arts (BA): Engineering, Bachelor of Arts (BA): Environment
CertificationsIAPSO/UNDP Procurement - Other, Procurement and Supply Fellowship _ CIPS - Other, UN Joint Logistics Centre - Other
Work Experience
Other informationThis position doesn't require a functional clearance