Senior Procurement Associate

H (no hardship)FamilyFamily GS7General Service

Reason

Regular > Regular AssignmentNo2024-03-01April 19, 2024

Senior Procurement Associate

Organizational Setting and Work Relationships
The Senior Procurement Associate manages and supports 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. The incumbent normally supervises some support staff. The incumbent maintains regular contact on a working level on routine 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, implement and monitor procurement activities assigned within the geographical area covered while exercising efficiency in the use of the available 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.
- Liaise with relevant clients, prepare short, mid and long-term procurement plans.
- Examine purchase requests to ensure conformity and liaise with requesters when necessary.
- Prepare and issue Requests for Quotation as well as formal tender documents, when and if required.
- 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.
- Liaise with relevant suppliers and address inquiries within the AoR.
- Provide information on all procurement activities within the AoR.
- Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
- 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.
- Ensure that the administration of contracts is documented and that vendor performance evaluation is completed in coordination with the Contract Manager.
- Develop relevant training materials and organize trainings and workshops.
- Take active part in development of relevant SOPs.
- Supervise and provide guidance on procurement 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.
- Disseminate and promote UNHCR's global policies, standards and guidance on procurement management.

In the Regional Bureaux
- Track global Procurement KPIs for the region and assist in preparation of regional ones, as required.
- Track the progress of specific operations and provide guidance that ensures timely implementation.
- Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers.
- Administer contracts set up at Bureau level and update the vendor performance evaluation in consultation with the Contract Manager
- Oversee the accurate encoding of vendor information in the Enterprise Resource Planning (MSRP);
- Contribute to the elaboration of the procurement plan for the Regional Bureau.
- Assist Country Operations in MSRP management within the AoR.
- Coach and advise clients and procurement colleagues as/if requested.
- Support 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.
- Support implementation of rules, instructions and operating procedures communicated from HQ to country offices. Organize training sessions and workshops.

In the Country Operations
- Ensure local liaison to effectively support procurement activities.
- Procure goods and services in accordance with UNHCR rules and regulations as well as country-specific SOPs;
- Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Assist on the assessment of the partner procurement structure. Contribute to the delegation of procurement process (comparative advantage) under the MFT framework.
- Take part in vendor evaluation and preparation of submissions to relevant CoCs.
- Organize training sessions and workshops.

- 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 G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Supply Chain, Procurement, Administration, Business Administration,
Economics, Law, Engineering, Trade,
Commerce, Marketing, or other relevant field.
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Procurement, Supply Chain Management and/or relevant experience.

Desirable
Other UN procurement training - such as IAPSO and UNPD.

Functional Skills
SC-Supply Planning
SC-Public procurement
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Customs clearance
SC-Logistics
SC-Warehouse 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.

The Senior Procurement Associate must be fluent in English (C2) and another UN language at (B2) level as a minimum and in the following order of preference: Arabic, French, and Spanish. It is also preferable to have considerable experience and relevant education in supply chain management, procurement, economics, engineering, trade, commerce, or another closely related field. CIPS, APICS certifications, and/or other UN procurement training, such as IAPSO and UNDP, are desirable.
In addition to the above, the Senior Supply Associate will be heavily involved in the training and capacity building of Roster members and trainees during the regular training sessions held as refreshers online or in person during ERT/EST and EPST live simulations.
The Senior Supply Associate will be asked on short notice, to mobilize to deploy starting the first 72 hrs. of any emergency, anywhere in the world.

Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.

Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.

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).English

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

Based in Budapest, Hungary, within the Emergency Supply Unit, the role of the Senior Procurement Associate requires frequent deployment to emergencies in the field and takes on heightened significance as they navigate complex procurement challenges within the affected area.

Charged with managing and supporting all procurement activities, the Senior Procurement Associate ensures the timely and quality delivery of goods and services to persons of concern. This entails adhering closely to UNHCR's procurement rules and procedures, applying sourcing and procurement strategies, and liaising effectively with diverse stakeholders, including UN agencies, NGOs, government partners, and commercial contractors. With a focus on efficiency and resource optimization, the incumbent supports and implements procurement activities within the geographical area of deployment, contributing to UNHCR's mission of providing essential assistance to those in need.

Furthermore, in alignment with the organization's core values, the Senior Procurement Associate offers guidance on procurement policies and procedures, maintains meticulous records, and participates in developing relevant standard operating procedures (SOPs). Amidst the challenges of emergency response, the Senior Procurement Associate plays a vital role in ensuring the smooth operation of procurement functions.

Living and Working Conditions:

The position is based in HQs in Budapest which is the capital of Hungary where adequate infrastructure, health, education, banking and recreational facilities are easily accessible. Budapest is H category Duty Station. There are no specific security concerns not withstanding incidental events. Personal security is generally not an issue. However, staff members should be cautious and take responsibility for their own personal and residential security.

Additional Qualifications

Skills

IT-Computer Literacy, SC-Customs clearance, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Public procurement, SC-Supply Planning, SC-Warehouse Management

Certifications

Administration - Other, Business Administration - Other, Commerce - Other, Economics - Other, Engineering - Other, Law - Other, Marketing - Other, Procurement - Other, Supply Chain - Other, Trade - Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Managing performance, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance