Procurement Associate

UN Web Buy Plus is an eCommerce platform providing vehicles and other commodities to the humanitarian aid and development sector.  Transaction volume has been growing in the last few years, exceeding USD 100 million in 2017.

Under the guidance and direct supervision of the Team Lead UN Web Buy Plus, the UN Web Buy Associate is responsible for managing client transactions from quotation, through an order to final delivery, liaising with suppliers and freight forwarders to ensure an efficient and professional service.

In the discharge of her/his duties, the UN Web Buy Plus Associate works with minimal supervision, ensuring timely and cost-effective support to internal and external stakeholders, in accordance with the UNOPS’ Financial Rules & Regulations and the Procurement Manual.

1.       Provide timely, effective and accurate customer service and maintain relationships with clients

• Provide high quality UN Web Buy Plus procurement services to a range of clients, covering proactive follow-up, supporting the client in their creation of quotation/ order on the UN Web Buy Plus platform, development of technical specifications in cooperation with clients and applying any corrective measures to ensure that clients’ expectations are met
• Maintain and nurture client relationships: proactively assist clients with queries and concerns, provide prompt solutions, anticipate clients’ needs in order to maintain client satisfaction
• Manage oral/ written response to queries from the donor and its stakeholders regarding UN Web Buy Plus matters
• Monitor timely delivery of goods, trouble-shooting on logistics issues

2.       Manage and process quotations, final purchase orders and vendors in UNOPS ERP (oneUNOPS) and eCommerce platform (UN Web Buy Plus):

• On receipt of a quotation/ order from the client in UN Web Buy Plus process the order: create contract documents from templates, where required; obtain client acceptance; ensure receipt of funds through the different payment channels; manage pre-Shipment Inspection documentation, where applicable etc.
• Consult with suppliers concerning availability of vehicles, technical queries etc. and manage vendor performance on individual procurement cases
• Create Purchase Orders in UN Web Buy Plus from established long-term agreements and place orders with suppliers
• Create Purchase Orders in oneUNOPS, seeking approval and budget checking, screen supplier invoices for correctness, create receipts and monitor payments with Finance Group/ BSSC
• Manage supplier relationship, including effective communication with existing and potential suppliers
• Review technical specifications and procurement methods to ensure quality, consistency and compliance with UNOPS policies and sustainability criteria
• Record all steps to ensure full transparency and accountability, follow up and trouble-shooting with logistics issues, processing of insurance claims

3.       Contribute to the continuous improvement in procurement operations and development of UN Web Buy Plus

• Report bugs, correct data where required and continually improve working tools
• Keep abreast of developments in oneUNOPS, UN Web Buy Plus and other systems
• Support the maintenance of guidelines for procurement processes
• Create Standard Operating Procedures (SOPs) to ensure continuity and consistency of processes
• Ensure implementation of procurement and supply chain operational strategies, focusing on full compliance of procurement and supply chain activities with UNOPS rules, regulations, policies and strategies

4.       Other tasks and duties that may be required in relation to the work programme of UN Web Buy Plus

• Ensure implementation of procurement and supply chain operational strategies, focusing on full compliance of procurement and supply chain activities with UNOPS rules, regulations, policies and strategies.
• Perform other related duties as required

• Secondary education/High school diploma is required.
• University degree (Bachelor’s or Master’) preferably in logistics, procurement or related area will be considered an asset and may substitute for some of the required years of experience 

• Minimum of 6 years of working experience is required in procurement and supply chain management and administrative support services is required
• Basic understanding of logistics and Incoterms 2010 is desirable
• Experience in the use of computers and office software packages (MS Office 2003 and or newer versions) is desirable
• Handling e-Commerce systems strongly desirable
• CIPS Certification or equivalent is desirable
  

• Fluency in written and oral English
• Fluency in another UN language is an advantage.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.