Chief of Section (Procurement - HQ)

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Chief of Section (Procurement-HQ)

ORGANIZATIONAL CONTEXT
The Procurement Service was recently reconfigured to better meet the global procurement needs of the organization whereby two new sections were created. Namely, the Procurement - HQ Section and Field Procurement Support Section.

This position falls under the direct supervision of the Head of the Procurement Service (PS) and will steer the work of the Procurement - HQ Section. The incumbent will supervise staff in the international professional and general service category.

The Procurement - HQ Section will support and conduct the procurement of goods and services based on requests from HQ locations. The work will be distributed to cover the needs of the various HQ's departments, i.e. DFAM, DPSM, DIST, DHRM, DER, Bureaux, etc.  This will ensure effective and efficient procurement in conformity with the prevailing rules and regulations. The incumbent will review and clear procurement cases and will assist the Head of PS in presenting them to the HQ's Committee on Contracts. The incumbent will lead the development of effective procurement strategy in cooperation with the HQ requestors and other relevant colleagues in DESS and, therefore, s/he is expected to have high-level stakeholder management skills.

Furthermore, the incumbent will develop and review complex services and goods contracts and clearly define terms and conditions, ensure best value for money and to pro-actively manage associated risks. S/he will provide advice on the establishment of (global) frame agreements, upgrade of operating systems/tools as well as on revising / developing procurement policies and procedures.

The incumbent will need to focus particular attention to establishing an effective global framework for managing suppliers, across the three dimensions of administration, contract performance and ethical compliance. Good and professionally ethical relations will be maintained with suppliers. This gives a key external image of the functions, where the incumbent must represent the Organisation with gravitas and with the required technical expertise that will engender supplier confidence.

The incumbent is expected to require a minimum day-to-day supervision, and thus should have extensive experience in managing procurement teams in their daily work. The incumbent may also act as officer-in-charge for the Procurement Service as and whenever required. Functional knowledge across complex services and goods requirements, including strategic and practical issues, is essential.  A combination of excellent technical and soft management skills including the ability to effectively negotiate, communicate and persuade is also a requirement.

Contextually, the Procurement Service is expected to deliver an improved service to clients and the Chief of HQ Procurement Section must therefore provide dynamic leadership to ensure that a high quality procurement service is combined with faster turnaround of end-to-end procurement actions (from planning to contract/order placement).

FUNCTIONAL STATEMENT
Accountability
- Relevant UN Financial rules & regulations in procurement processes are observed and procurement policy/strategy meets UNHCR's requirements in timely and cost-effective fashion. 
- Procurement is standardized with due emphasis on quality as well as reduced procurement costs and delivery lead-time.
- Adherence to contractual agreements, performance requirements and delivery schedules are monitored and analysed.
- New suppliers are identified to increase competition as well as greater quality, efficiency and cost effectiveness.
- UNHCR's HQ units are guided by a coherent procurement strategy and their adherence to it is continuously monitored to ensure procurement and contracting standards.
- UNHCR's procurement activity has integrity and is guided by a global procurement framework. 

Responsibility
- Develop an effective contracting strategy for contracts to serve HQ-based requesting units.
- Use procurement planning tools to their best effect to produce realistic contracting plans. Implement and periodically review the progress to ensure maximum effectiveness and efficiency.
- Develop relevant contacts and build constructive relations with partners and a large number of external counterparts. 
- Develop and prepare complex contracts by innovating contractual language to clearly define agreed terms and conditions, ensure best quality/delivery terms and pro-actively manage associated risks.
- Evaluate purchase requisitions, prepare and dispatch quotation requests and/or tenders, guide and support the evaluation of offers and bid-tabulations.
- Negotiate with suppliers, prepare and present recommendations to the HQs Committee on Contracts in conformity with UN/UNHCR Financial Rules and Regulations.
- -Debrief suppliers upon request.
- 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.
- Conduct market surveys, identify, assess and select vendors based on their capability for timely and effective delivery.
- Manage the overall performance of the Procurement-HQ Section and provide effective performance management and guidance to staff.
- Review and advice on relevant purchase requests to ensure they are complete and in accordance with specifications, standards, procurement policy and procedures, available resources and delivery time.
- In coordination with the GLC and the Supply focal point, contribute to the development and provision of procurement training.
- Ensure Vendor review and administration is properly conducted and managed, including maintenance of the vendor and item master databases.
- Develop and implement practical projects to improve contracting performance.
- Monitor the quality and accuracy of contract related data in relevant business systems.
- Compile and analyse statistical information, identify trends and developments in contract related matters for decision making.
- Organize and conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to relevant parties.
- Monitor and measure tender timelines, and aim for continuous improvement.
- Act as Officer-in-Charge in the absence of the Head of Procurement Service and provide back up to other procurement and supply functions as and whenever required.
- Any other duty relevant for this position.

Authority
- Approve, sign and manage contracts in accordance with the delegated authority.
- Clear and approve relevant tendering and recommendation documents for procurement with value up to the delegated authority.
- Clear relevant HQ procurement cases and furnish recommendation to the Head of PS for submissions to the HQ Committee on Contracts.
- Present HQ cases to the HCC if and as delegated by the Head of PS.
- Negotiate and conduct interviews with suppliers as required.
- Set and enforce technical standards and specifications.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate (equivalent of a Master's) degree in Commercial Law, International Business Law, Business Administration, Economics, International Business, Procurement and/or Supply Chain.
- Certified solid experience in procurement processes and in developing technical specifications for procurement of goods and services.
- Knowledge of international trade practices, world-wide sources, suppliers, standards and engineering/technical products.
- Minimum 11 years of work experience of which 10 years in the area of procurement management either in international organizations and/or commercial companies. 
- Knowledge of commercial contracting and establishing complex commercial contracts.
- Ability to provide guidance in a timely and understandable manner to staff that may not be familiar with the procurement process and/or rules, regulations or terminology. 
- Excellent managerial skills. 
- High sense of responsibility, work under stress and be highly responsive to deadlines.
- Ability to maintain courteous, impartial and objective relations with suppliers; export councils, UN Agencies and NGOs.
- Excellent knowledge of English (oral and written).

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Relevant UNHCR/UN training record (Supply Chain Learning Programme (SCLP), CIPS 3 and/or 4, IAPSO, UNJLC or other UN Procurement and Logistics Trainings).
- Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint, etc.).
- Knowledge of ERP systems and IPSAS.
- Knowledge of French C001L4 - Accountability Level 4
C002L4 - Teamwork & Collaboration Level 4
C003L4 - Communication Level 4
C004L4 - Commitment to Continuous Learning Level 4
C005L4 - Client & Result Orientation Level 4
C006L4 - Organizational Awareness Level 4
M001L4 - Empowering and Building Trust Level 4
M002L4 - Managing Performance Level 4
M006L4 - Managing Resources Level 4
M005L4 - Leadership Level 4
M003L4 - Judgement and Decision Making Level 4
M004L4 - Strategic Planning and Vision Level 4
X005L4 - Planning and Organizing Level 4
X004L4 - Negotiation and Conflict Resolution Level 4
X008L4 - Stakeholder Management Level 4

Before applying to this position, we strongly encourage colleagues to read the country specific FAQs information leaflets which can be found  on the Intranet under Staff Resources > Duty of Care. The information leaflets are specifically designed to answer some of the key questions potential applicants might have before deciding to apply. 

- Excellent stakeholder management skills and knowledge of Cash-based interventions and procurement by partners processes. - Ability to manage and supervise a diverse workforce, including skills in coaching and developing staff, communication/feedback, training, monitoring and reporting on staff progress as well as the Section¿s overall progress.
­- Be solution-oriented and resourceful in organizing her/his work, using a constructive and supportive approach in collaborating with others
­ - Extensive procurement experience
­- Solid understanding of UNHCR's HQ requirements and the capacity to build a team able to deliver in a timely fashion the required responses
­- Strong interpersonal skills and flexibility in undertaking diversified functions
­- Demonstrated skills as a team worker and leader with the ability to support the supply chain management as a whole, and the procurement activities in particular
­- A combination of excellent technical and soft management skills, including the ability to effectively negotiate and communicate. ­- Sound managerial skills and leadership competencies to ensure harmonious procurement practice and strategy across the Organization and solid understanding of UN procurement practices
­- Ability to provide dynamic leadership so to ensure high quality support to the various HQ's departments under his/her area of responsibility.
­- Excellent knowledge of UNHCR's supply chain activities Reporting to the Head of the Procurement Service, the Chief of Section (Procurement HQ), will work closely with HQ Divisions and Bureaux to ensure a timely and professional support in the issuance of contracts for services and goods to meet their needs.  The incumbent will also oversee the Vendor and Contract Admin Unit, and will liaise with the Compliance & Risk Management Unit (Supply Chain) of DESS on quality control. The position is part of the Procurement Service (PS) of the Division of Emergency, Security and Supply; it is based in Budapest GSC.  The Procurement Service is structured into two well differentiated sections in terms of geographical support: the Field Procurement Section that covers the procurement needs (of goods and services) in the field; and the Procurement HQ Section, object of this Job Opening, which manages the procurement needs (of goods and services) of HQ-based departments. Among these strategic objectives, PS in collaboration with other entities places emphasis on cash based interventions impacting on supply and procurement activities. This implies the prospective candidate should have knowledge and be proactive to provide guidance and support to Supply staff in HQ and the Field.
Also the high level of internal audit queries and observations on supply/procurement activities requires effective monitoring by HQ functions over supply activities. PS strategy for the next 5 years will focus on:
- Procurement planning and support
- Procurement in emergencies
- Vendor and contract administration
- Procurement policy, procedures and training
- Procurement workforce. The position is based in Budapest, Hungary where adequate infrastructure, health, education, banking, recreational facilities are available and easily accessible. This is an H duty station; there are no specific security concerns notwithstanding incidental events. Personal security is generally not a problem in Budapest and it is safe to walk almost anywhere in town even at night. Women are as a rule not threatened. However, staff members and their family members are encouraged to take responsibility for their own personal and residential security.

Please note that the closing date for all vacancies in the September 2017 Compendium is Monday 6 November 2017 (midnight Geneva time).