Head of Unit (HQ Procurement)

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.

Head of Unit (HQ Procurement)

ORGANIZATIONAL CONTEXT
Contextually, 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, i.e. DIST, DFAM, DPSM, DHRM, DER, Bureaux, etc 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 HQ Procurement Unit under the Procurement HQ Section aims to conduct and/or 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.

This is an expert position, as such the incumbent will provide expert procurement 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.

FUNCTIONAL STATEMENT

Accountability
- UNHCR has an effective and efficient procurement function that meets Organization¿s world-wide needs in goods and services, complex procurement contracting and vendor management.
- UNHCR's HQ units and country operations enjoy effective support to their procurement activities including the provision of advice and guidance on their procurement submissions to the respective Committees on Contracts.
- Relevant UN/UNHCR Financial rules & regulations are observed, UNHCR has effective procurement strategy and its operations are guided by coherent, timely and cost-effective procurement standards.
- UNHCR¿s procurement system has integrity and is guided by a global procurement framework. 
- 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.

Responsibility
- 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.
- Any other responsibility relevant for this function


Authority
- 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.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Graduate degree (equivalent of a Master's) in Procurement, Supply or Logistics, Business Administration, Law or equivalent relevant degree.
- Minimum of 8 years of job experience relevant to the function.
- 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.
- Expert 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.
- Excellent communication skills.
- Team player, flexible and adaptive in various situations, including multi-cultural and multi-lingual environments.
- Fluency in written and spoken English.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Combination of academic skills, 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.
- Knowledge of UN and UNHCR Financial Regulations and Rules.
- Experience and working knowledge of ERP systems, and UNHCR¿s MSRP Supply Chain Module.
- Knowledge of French, written and spoken. 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

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. 

- Extensive knowledge of public sector procurement requirements combined with the practical experience of leading a procurement function
- Strong interpersonal skills and flexibility in undertaking the function is needed to ensure close working relationships and support to requesting units.
­- A combination of excellent technical and soft management skills including the ability to effectively negotiate and communicate.­ - Experience and ability to manage and supervise a diverse workforce.
­- Stakeholder management skills and knowledge of Cash-based interventions and procurement by partners processes.
- This is an expert post requiring subject matter expertise and appropriate qualifications as outlined in the job description. Under the supervision of the Chief of the Procurement HQ Section, the Head of Unit (HQ Procurement) will provide expert advice on procurement (of both goods and services) to the HQ departments under his/her area of responsibility. 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. Most requests for procurement support comes from HQ Divisions and Bureaux with heavy request for support at year end. The candidate should be able to implement changes to better balance procurement spending across a given year. The position is part of the Procurement Service 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 which manages the procurement needs (of goods and services) of HQ-based departments. The position is based in Budapest, capital of Hungary where adequate infrastructure, health, education, banking, recreational facilities are available and easily accessible. Being classified as H category 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).