REQUISITIONS OFFICER

Special Notice

The United Nation Secretariat maintains rosters of qualified and available candidates to fill anticipated job openings in peacekeeping operations, special political missions, and other field operations.
The purpose of this job opening is to generate a list of qualified candidates for inclusion in the roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection.

Org. Setting and Reporting

This position is located in the United Nations in peacekeeping operations, special political missions, and other field operations. The Requisitions Officer usually reports directly to the Chief Acquisition Planning Section of the Mission Support Component of the mission.

Responsibilities

These positions are located in the United Nations Field Peacekeeping Operations, Special Political Missions, Service Centres and other field-based offices as applicable. The incumbent oversees the requisitioning processes for worldwide procurement of diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, stationery and office supplies etc.) in accordance with the Mission Acquisition Plan and in support of the mission mandate. She/he will assist to monitor the overall supply chain plans and supervise the requisitioning unit, which is responsible for raising shopping carts and follow up with technical units regarding the technical specifications for the requirements, e.g. Statement of Work (SOW), Terms of Reference (TOR), etc. to ensure resources are used in an optimal way to meet client requirements.

Within delegated authority, the Acquisition Planning Officer will be responsible for the following duties:
• Supervises the requisitioning of diverse services and commodities (e.g. Information technology and communications equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationary and office supplies etc.) within the mission and preparation of complex requisitions for assigned categories;
• In collaboration with the Acquisition Planning Unit, Mission Support Centre, and Centralized Warehousing Section, prioritizes requisition preparation as per Mission priorities to create an optimal delivery schedule to meet the mission’s requirements;
• Implements procedures to ensure that requisitions for services and commodities are properly prepared and reviewed such that they are issued in a timely manner to ensure appropriate procurement action and reliable flow of supplies to the mission;
• Ensures that internal orders are raised in a timely manner for items to be supplied from existing inventory of global Strategic Deployment Stocks (SDS) or surplus stock in other missions;
• Ensures that correct items are selected from the Material Master when raising shopping carts in order to buy from catalogues related to global or regional systems contracts;
• Works in close cooperation with internal stakeholders, such as the technical units within Service Delivery and Supply Chain work units, and assists in the preparation of the technical specifications, e.g. Statements of Work (SoW), Terms of Reference (ToR), etc. for various services and commodities not available from existing stock or systems contracts and ensure maximum standardization is used in requisitions;
• Ensures that all requisitions for goods have accompanying requisitions for freight forwarding, as appropriate, and include guidelines for suppliers for detailed packing instructions and delivery plan by destination;
• Ensures adequate lead times from requisitioning so that realistic delivery dates are duly inserted in the requisitions; also ensure that all requisitions are in compliance with contract terms and agreed delivery schedules;
• In collaboration with Acquisition Planning officers, ensures that service contracts requirements and maintenance plans are duly requisitioned with standard terms and conditions;
• Performs local market search for immediately required goods and services, obtains the same through accepted procurement procedures, gathers relevant information for further processing;
• Ensures implementation of mission policies and procedures, including Standard Operating Procedures (SOP), guidelines and instructions, governing the requisitioning and procurement process. Ensures the periodic review and maintenance of same;
• Develops the internal control systems including maintenance of accurate and complete accounting, reporting and all electronic/hard copy records for quality control purposes and ensure proper audit trail;
• Oversees individual yearly work plans and supervises staff of the Requisitioning Unit; establishes priorities and sets performance goals for staff; recommends and coordinates training programs; actively engages in management performance duties and ensures the provision of guidance development, constructive feedback, performance evaluation and appraisal, and provision of administrative support and other management functions to staff in his/her area of responsibility;
• Provides strategic guidance to the Chief Acquisition Planning Section on quality control issues related to requisitioning of the Mission priorities;
• Performs other related duties as required.

Competencies

Core Competencies:

Professionalism:
-Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, requisitioning, warehousing, inventory management, distribution and procurement.-Shows pride in work and in achievements;
-Demonstrates professional competence and mastery of subject matter;
-Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
-Is motivated by professional rather than personal concerns;
-Shows persistence when faced with difficult problems or challenges;
-Remains calm in stressful situations;
-Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & Organizing:
-Develops clear goals that are consistent with agreed strategies
-Identifies priority activities and assignments; adjusts priorities as required
-Allocates appropriate amount of time and resources for completing work
-Foresees risks and allows for contingencies when planning
-Monitors and adjusts plans and actions as necessary
-Uses time efficiently

Client Orientation:
-Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
-Establishes and maintains productive partnerships with clients by gaining their trust and respect
-Identifies clients’ needs and matches them to appropriate solutions
-Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
-Keeps clients informed of progress or setbacks in projects
-Meets timeline for delivery of products or services to client

Education

High School Diploma (or equivalent) is required. Technical or vocational certificate in at least one of the following areas is required: logistics, supply chain management, business administration and procurement.

Work Experience

A minimum of ten (10) years of progressively responsible experience in supply chain management, logistics, procurement, administration or related area is required. Experience in providing logistics and supply chain services in a conflict or post conflict environment is desirable. Three years of experience at the international level is required. Experience with MRP (Materials Requirements Planning) and/or ERP (Enterprise resource planning), e.g. SAP ECC (ERP Central Component) or SRM (Supplier Relationship Management) or similar in support of scheduling, procurement, and/or logistics processes is desirable. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level university degree.

Languages

English or French are the working languages of the UN Secretariat. For this vacancy, fluency in English or French (both oral and written) is required. Knowledge of English is required. Knowledge of another UN official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.