Only candidates who are not nationals of the country of assignment are eligible to apply to this position
Hardship Level
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.
In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.
Reason
Regular > Regular AssignmentRemote work accepted
Target Start Date
Job Posting End Date
Standard Job Description
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.
Desired Candidate Profile
- Solid understanding and/or experience managing big and complex procurement functions
- Previous experience in complex emergency operations and emergency response.
- Excellent communication, coordination and people skills.
- Experience of managing people in a multinational/multicultural environment.
- Demonstrated ability to manage a large team and coordinate with other functions, Field/ sub- Offices.
- Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds.
- Consensus team building and cultural sensitivity.
- Solid UNHCR experience both in the Field and Headquarters and thorough knowledge of UNHCR Supply Chain Rules and Procedures.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Nature of Position:
In an operation that evolved into an emergency situation with many offices in the country (Country Office, Sub Offices, field Office, and field Units), with significant procurement activities. the incumbent will be expected to ensure an active and effective response to a very fluid situation with high-risk duty stations. The Senior Procurement Officer ensures appropriate responses to operational requirements are timely, accurate, and effective.
As part of the supply team, the incumbent will lead and supervise the procurement team in Ukraine operation by providing support, guidance and required capacity building for procurement staff. S/he will coordinate and manage different procurement planning and processes to ensure timely, cost-effective and adequate delivery of assistance. S/He will work under the supervision of the Snr. Supply Coordinator and closely with the Snr. Supply Officer (Logistics) to ensure well integrated supply functions. The incumbent will coordinate with SMS and RBE for all issues related to procurement processes, contracts, submissions and procurement approval.
The incumbent will 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.
In addition, to support in different tenders and processes to establish the required contracts and frame agreements for the different services and goods required for the operation. S/he will work closely with program and project control in all the aspects related to selection of partners and delegation of procurement. In addition, to work closely with other humanitarian agencies to coordinate different procurement aspects.
General:
The United Nations High Commissioner for Refugees (UNHCR) has been present in Ukraine since 1994 and substantially increased its presence and response after the full-scale invasion of Ukraine in February 2022. The geographical presence within Ukraine has significatively expanded to deliver the emergency response. The country office is located in the capital, Kyiv, and sub- and field offices, as well as field units, are located in Chernivtsi, Dnipro, Kyiv, L’viv, Odesa, Poltava, Uzhhorod and Vinnytsia. The current set-up is the foundation for the 2024 structure, which, however, may need to be continuously reviewed and adjusted in response to the evolving operational environment.
The war in Ukraine has caused death and suffering on a dramatic scale and left at least 17.6 million people in urgent need of humanitarian assistance and protection. At the end of September 2023, some 5 million people are estimated to be internally displaced, while around 6 million refugees from Ukraine have been recorded across Europe, most of them women and children. Ukraine also hosts a few thousand asylum-seekers and refugees and is home to more than 35,000 people who are stateless or at risk of statelessness.
The massive destruction of civilian infrastructure, with the energy sector being particularly targeted has made life unbearable for millions of people who have lost their homes and livelihoods, and has severely disrupted access to electricity, water, heating as well as critical services, including healthcare, education and social protection services. Humanitarian access continues to be hampered, particularly in areas in the East under the temporary military control of the Russian Federation.
Civilians remain exposed to serious risks to their physical security and integrity, particularly in eastern and southern regions of Ukraine. The risk of GBV, including sexual violence, is high particularly in areas of active hostilities. The separation of families is one of the problems most reported by protection actors, particularly following displacement. Populations displaced or affected by the war live in situations of deprivation, following the loss or damage of their housing, loss of incomes, and the lack of access to essential services, such as health care or education.
The Government of Ukraine maintains a strong lead role in responding to the needs of its population and UNHCR supports the Government and its central and local institutions to provide protection, shelter/housing, cash and in-kind assistance to people impacted by the war. Currently, UNHCR has MOUs with three line ministries, 17 regional state administrations and agreements with 29 partners, mainly local NGOs. Under the leadership of the UN Humanitarian Coordinator, UNHCR operates as part of the inter-agency humanitarian response, working in close coordination with local authorities and humanitarian partners. UNHCR is leading three clusters - Protection, Shelter and NFIs, and CCCM and is part of the Durable Solutions Steering Committee.
The strategic orientation of UNHCR’s response is to reach people with specific vulnerabilities who remain in frontline and heavily affected areas with immediate relief while supporting displaced people and those who have remained in their homes, or returned, with protection advice, housing support and cash assistance to enable their recovery and attainment of durable solutions.
Protection is truly at the centre of this response, as the highest critical needs of the population caused by the international armed conflict are in the area of protection, and UNHCR leads this sector through the Protection Cluster. The Assistant Representative (protection) is therefore not only a key member of the senior management team in the Operation, s/he also regularly represents UNHCR in meetings/conferences, before donors and on the Humanitarian Country Team and in other fora where protection strategies and programmatic responses are developed. Since Ukraine is a highly sophisticated country with a strong government leadership and well-established administrative, social protection and digital systems, it is essential to design and deliver UNHCR’s protection programs in a way which simultaneously addresses immediate needs and supports the further development of sustainable and inclusive national protection systems.
As an EU candidate country, Ukraine will also embark on substantial reforms in numerous sectors, including justice and home affairs, which presents an opportunity to contribute to strengthened and more inclusive protection, asylum and statelessness reduction systems. Working closely with government authorities, local community representatives and partners from the embassies, UN, civil society and international financial institutions, amongst others, is thus key to ensuring that UNHCR’s response is closely aligned with and complementary of national and local strategies and recovery plans.
As the war continues, new urgent humanitarian needs are created every day, alongside protracted ones and peoples’ and communities’ efforts to recover and rebuild their lives in war-torn communities. Among the some 5 million IDPs and 6 million refugees from Ukraine, the majority express a hope and desire to return to their homes as soon as the security situation allows. The protection needs of the population thus need to be analysed and addressed both from a humanitarian as well as from an early recovery and durable solutions perspective, with UNHCR playing a leading role in this work.
Working and Living conditions:
The United Nations High Commissioner for Refugees (UNHCR) has been present in Ukraine since 1994 but has increased its presence by a substantially larger scale up in the operation’s structure, staffing and response after the invasion of Ukraine in February 2022. The geographical presence within Ukraine has significatively expanded to deliver the emergency response. The Country Office is based in Kyiv and new operational offices have been established in the central and western regions. UNHCR now has direct operational presence in Chernivtsi, Dnipro, Kyiv, L’viv, Odesa, Poltava, Uzhhorod and Vinnytsia. The current structure will be continuously reviewed and adjusted in response to the evolving operational environment.
International and national staff live in private apartments in the cities of their duty stations. The quality of life is high, as Ukraine is a developed country with functioning infrastructure. However, the volatile security situation, which includes frequent missile and drone attacks that trigger air raid alarms, affects the living and working environment on a more or less daily basis, including during the winter when energy infrastructure has been attacked.
Security:
There is an ongoing armed conflict in Ukraine and parts of some oblasts, including Donetska, Luhanska, Khersonska, and Zaporizka oblasts, are temporarily controlled by the Russian Federation Armed Forces. The Line of Contact (LoC) is the primary area of kinetic military operations, particularly in the east (Donbas) and southeast regions. Cruise missiles, ballistic missiles, aero-ballistic missiles, and unmanned aerial vehicles (UAVs) have been targeting vital civilian and military sites, including airports, since the start of the invasion. As a result, commercial air travel is suspended, and vehicles and trains are the only modes of transportation.
Critical energy and transportation infrastructure have also been targeted in large-scale aerial attacks since October 2022, resulting in frequent power outages and connectivity issues. These conditions may lead to additional challenges during the upcoming winter season, affecting staff safety and well-being. The UN has not been targeted and retains its impartiality and neutrality when delivering its mandate. However, the danger cannot be fully ruled out, and risks to personnel and dependents, assets, and programmatic activities remain extant.
UN Security Management System (UNSMS) is using comprehensive Security Risk Management (SRM) processes to identify and evaluate security threats and risk levels, which are regularly reviewed. Currently, the most significant threats and hazards are associated with armed conflict, with current risk levels ranging from “high” to “very high” or “unacceptable” in areas with ongoing hostilities. This has resulted in a reduction of humanitarian space, making it difficult and sometimes impossible to access beneficiaries in contested areas. When assessing risk levels, the security personnel and the UNHCR Representative, as part of the country’s Security Management Team, adhere to the SRM process as defined by the UNSMS. However, it's important to note that, in general, the projected risk levels in all three SRM areas where the UN/HCR operates are “high”.
Therefore, those applying for positions in Ukraine should be prepared to work in a highly dynamic security environment where unexpected events occur frequently. Air raids are common, and staff may be required to work from bunkers or underground carparks, metro stations, and other locations for extended periods. Power and water outages could be expected during the winter months and disruptions to public services such as shops and restaurants may occur. Curfews are in place throughout the country, and mission travel must be authorized by the Representative or designated managers, subject to the completion of mandatory BSAFE, SSAFE, and IFAK training and security clearance procedures.
The security unit works closely with UNDSS to ensure that program activities can be implemented within the acceptable level of risk by following the required measures and procedures set up and approved by the Designated Official. Due to the evolving operational and security environment in the country, UNHCR is flexible and may relocate its offices to better serve its mandate of providing protection and assistance to those in need.
Additional Qualifications
Skills
Education
Certifications
IAPSO/UNDP Procurement - Other, Procurement and Supply Fellowship _ CIPS - Other, Project Management - Other, UN Joint Logistics Centre - OtherWork Experience
Competencies
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Negotiation & conflict resolution, Organizational awareness, Stakeholder management, Strategic planning & visions, Teamwork & collaboration, Technological awarenessUNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Bi-annual Compendium 2023 Part B - October 2023Additional Information
Functional clearance