Back Head of Unit (HQ Procurement)

Organizational Setting and Work Relationships
The Procurement Service (PS) is expected to deliver an improved service to clients such as HQ organizational units and UNHCR operations around the globe. Thus, PS must ensure that high quality procurement is combined with faster turnaround of end-to-end procurement actions (from planning to contract / order placement). To this end, PS was recently reconfigured and now comprises of two sections. Namely, the Procurement HQ Section and Procurement Field Support Section. The Procurement HQ Section supports and conducts procurement of goods and services based on requests of various HQ's organizational units, Divisions and Bureaux, whilst the Procurement Field Support Section assists UNHCR operations to conduct procurement of services and goods and covers other policy and capacity building activities on behalf of the entire Supply Chain in UNHCR.

The incumbent will support the procurement processes in a timely and cost-effective manner in conformity with UN/UNHCR's procurement rules and regulations. 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. S/he is responsible to lead the development of complex goods and services contracts which will enable effective vendor management clearly defining terms and conditions, ensuring best value for money and pro-actively managing associated risks.

The incumbent will provide functional advice to UNHCR's HQ Units as and whenever required. Further, s/he is expected to finalize complex frame agreements and provide expert functional inputs to the upgrade of operating systems/tools as well as procurement policies and procedures.

S/he reviews and clears procurement cases to be presented to the HQ's Committee on Contracts and steers the development of effective procurement strategy, in cooperation with requesting units.
Profound and extensive functional procurement expertise is essential to enable effective procurement processes that deliver the best outcomes for UNHCR in compliance with rules and regulations. A combination of excellent technical and soft management skills including an extensive experience in negotiations is a further requirement.
The incumbent maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies and International Organisations within the limits established by UN /UNHCR Procurements Rules and manages joint procurement actions if, as and whenever necessary.

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.
• 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 in order 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.
• Ensure adequate research of markets to identify, assess and select vendors based on their capability for delivering goods and services.
• Ensure vendor and item master databases are properly maintained.
• 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.
• Manage staff performance and coordinate procurement activities ensuring broad understanding and adherence to the relevant and prevailing procurement rules and procedures.
• Develop relevant contacts and build constructive relations with partner Organizations, UN Agencies and other external counterparts to foster mutual cooperation for timely delivery of goods and services.
• Ensure effective information flow in the supply chain.
• Disseminate and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
• 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 takes action when actual implementation deviates from plans.
• Approve and sign contracts and purchase orders, as well as frame agreements according to delegated authority.
• Clear and approve relevant tendering documents for procurement of goods and services up to delegated authority.
• Clear and approve relevant submissions to the HQ Committee on Contracts.
• Negotiate and conduct interviews with suppliers as required.
• Perform other related duties as required.

**
Minimum Qualifications**
Education & Professional Work Experience
Years of Experience / Degree Level
For P4 - 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;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Proc & Supply Fellowship-CIPS;
IAPSO/UNDP Procurement;
UN Joint Logistics Centre;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential

• Minimum of 5 years in an international capacity, and 5 years in a leadership role.
• 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.
  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

• IT-ERP (Enterprise Resource Planning) Functional Knowledge;

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

• MG-Leadership;

• SC-PeopleSoft Supply Chain Management;

• SC-Contract management;

• MS-Statistics Analysis;

• SC-Supply Planning;

• UN-UN/UNHCR Financial Rules and Regulations and Procedures;

• MG-Business Administration;

• SC-Customer Oriented Skills ¿ Care;

• SC-UN/UNHCR Procurement Rules and Procedures;

• EX-Experience in an international capacity;

• MS-Provide support, advice, and guidance in the relevant field;

• (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.
  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.

Position Competencies

C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M001L3 - Empowering and Building Trust Level 3
M002L3 - Managing Performance Level 3
M006L3 - Managing Resources Level 3
M005L3 - Leadership Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
X004L3 - Negotiation and Conflict Resolution Level 3
X003L3 - Technological Awareness Level 3
X008L3 - Stakeholder Management Level 3