Details
Mission and objectives
Le Bureau intégré des Nations Unies en Haïti (BINUH) est une mission politique spéciale établie par la résolution 2476 du Conseil de sécurité du 25 juin 2019 et déployée sous le Chapitre VI de la Charte des Nations Unies. Avec une présence limitée à Port-au-Prince et des actions qui portent exclusivement sur l’appui en conseil et bons offices, le BINUH travaille en soutien aux institutions étatiques pour : Renforcer la stabilité politique et la bonne gouvernance, y compris l’état de droit. Préserver un environnement pacifique et stable, y compris en appuyant un dialogue national inclusif entre Haïtiens. Protéger et promouvoir les droits humains. Les activités du BINUH, qui ont pour but de créer les conditions nécessaires au développement durable, sont intégrées à celles des 19 agences, fonds et programmes de l’Équipe Pays des Nations Unies, qui fournissent une aide humanitaire et mettent en œuvre des programmes de développement sous le leadership des autorités nationales.
Context
The United Nations Integrated Office in Haiti (BINUH) was established by Security Council resolution 2476 and is mandated to promote and strengthen political stability and good governance, including the rule of law, preserving, and advancing a peaceful and stable environment, supporting an inclusive inter-Haitian national dialogue, and protecting and promoting human rights in Haiti. This position is located in the Acquisition Management Unit within the United Nations Integrated Office in Haiti, (BINUH), Port-au-Prince. The incumbent reports to the Chief Acquisition Management Unit.
Task description
• Prepare requisitions for diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture, and fixtures, stationery and office supplies, etc.) in a timely manner in accordance with the mission's acquisition plan and monitor the status of requisitioning and procurement processes of assigned categories; • Prioritize requisition preparation as per the guidance of the Chief Acquisition Management, taking into account changing priorities and emergencies, resulting in an optimal delivery schedule to meet the mission's requirements; • Follow up and initiate the invoice payment process for services rendered as per contractual terms; • Monitor and maintain Supply Chain Planning Tool by updating details about new requisitions, changes in amounts, delivery periods, discontinuations, and sourcing; • Assist in the closure of books procedures concerning commitments and payment initiations etc; • Liaise with counterparts in the acquisition planning unit or UNGSC on items availability prior to raising requisition/shopping cart to acquire new items and raises internal (transfer) orders for items to be supplied from existing inventory of Strategic Deployment Stock (SDS) or surplus stock in other missions; • Maintain relevant databases and files in order to keep track of any contractual agreements and updates the various stakeholders regarding the assigned categories; • Oversee that correct items are selected from the Material Master when raising shopping carts in order to buy items from catalogs related to global or regional systems contracts; • Oversee the preparation of requisitions for service contract requirements and maintenance plans in accordance with the contract terms; • Ensure that all requisitions for goods have accompanying requisitions for freight forwarding, as appropriate, and includes guidelines for suppliers for detailed packing instructions and delivery plan by destination; • Monitor the use of adequate lead times from requisitioning so that realistic foreseen delivery dates are duly inserted in the requisitions; also ensures that all requisitions are in compliance with contract terms and agreed delivery schedules; • Works in close collaboration with internal stakeholders, such as the technical units within Service Delivery and Supply Chain Services / Sections, Substantives, etc., and assists in the preparation of the technical specifications, e.g. Statements of Work (SOWs), Terms of Reference (TOR), etc. for various services and commodities not available from existing stock or systems contracts, ensuring completeness of the requirement and technical evaluation criteria; • Coordinate with technical units on facilitating formal Performance Reviews of local contracts; • Collaborate with the Procurement Section regarding the procurement process for raised requisitions, contributes to the development of the Source Selection Plan, and monitors outstanding requisitions, keeping the various stakeholders informed of their status; • Alert any recurring or duplicated requirements in order to optimize the requisitioning and supply chain management process; • Assist Technical Units in performing local market searches for immediately required goods and services, obtain the required documents through accepted procurement procedures, and process them to receive goods and services. • Implement mission policies and procedures, including Standard Operating Procedures (SOPs), guidelines, and instructions, governing the requisitioning and procurement process. Contributes to the periodic review and maintenance of same; • Implement internal control systems including maintenance of accurate and complete accounting, reporting, and electronic/hard copy records for quality control purposes and ensure proper audit trail; • Supervise and provides work direction and guidance to junior requisitions assistants and national GS staff; manages and coordinates the activities in his/her area of responsibility. • Perform other duties as requested.