Head of Unit Vendr & Contr Adm

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 (Vendor and Contract Administration)

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. 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.

Under the Procurement HQ Section, the Vendor and Contract Administration Unit conducts the vendor and contract management processes in a timely and cost effective manner in conformity with UN/UNHCR's procurement rules and regulations. The incumbent will supervise staff in the general service category. S/he is responsible to act as Secretary to the Vendor Committees based in Budapest, and to oversee the contract administration for contracts dealt with by PS.

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 assists with joint procurement actions if, as and whenever necessary.

FUNCTIONAL STATEMENT
Accountability
- The PS led Vendor Review Committee and the Vendor Ethics Committee both receive an effective secretarial support, comprising compilation and review of submissions, accurate and timely minutes, appropriate follow up.
- Vendor master database is accurately maintained and kept up to date.
- Field Vendor Review Committees are charted and properly instructed / trained.
- Contract files dealt with by PS are complete, well documented and accessible (electronically and physically).
- These contracts are properly monitored to anticipate expiry and ensure that ceiling restrictions are not breached.

Responsibility
- Support HQ-based Vendor Committees administratively by assisting in convening meetings, preparing agenda, keeping accurate notes and ensuring action points are followed up.
- Develop a system to monitor and manage vendor database, and ensure banned or suspended vendors are inactive.
- Catalogue Field Vendor Review Committees on the intranet and ensure catalogue is up to date.
- Conduct periodic reviews of Field VRC minutes.
- Develop and provide appropriate training material through webinar to Field VRCs
- Develop and maintain accurate and complete contract files.
- Develop monitoring system for contracts and ensure issues are flagged early.
- Ensure effective information flow in the supply chain.
- Disseminate and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- 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
- Act as Secretary of Vendor Review Committee and Vendor Ethics Committee.
- Manage the team members.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Undergraduate degree (equivalent of a BA/BS) in Procurement, Supply or Logistics, Business Administration, Law or equivalent relevant degree plus minimum 6 years of previous work experience relevant to the function. Graduate degree (equivalent of a Master¿s) plus 5 years or Doctorate degree (equivalent of a PhD) plus 4 years of previous relevant work experience may also be accepted.
- Minimum of 4 years in an international capacity, and 4 years in a management role.
- Good working knowledge and experience in handling vendor management issues in the context of UN policies and standards.
- Good knowledge of UN/UNHCR rules and regulations and procurement systems as they relate to vendors and to contract file requirements.
- Proven ability to deal with multiple tasks with speed, in a courteous and service oriented manner.
- Proven ability to manage a small team.
- Solid communication skills.
- Adaptive team player.
- Fluency in written and spoken English language.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR¿s MSRP Supply Chain Module would be an advantage.
- Strong interpersonal skills to deal with persons of different cultural and educational backgrounds.
- Strong knowledge of ERP systems in relation to procurement/supply chain is desirable.
- Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. 
- Relevant training, such as CIPS, IAPSO, UNJLC or other public procurement trainings.
- Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8.
- Knowledge of French language, 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
M006L3 - Managing Resources Level 3
M004L3 - Strategic Planning and Vision Level 3
M002L3 - Managing Performance Level 3
M003L3 - Judgement and Decision Making Level 3
X003L3 - Technological Awareness Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3

The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

For those people applying for High Risk Duty Stations, we strongly encourage them – before deciding to apply- to read the country specific security and welfare country profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.

 

Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.

 

Please note that the closing date for vacancies in the Addendum 4 is Thursday 28 February 2019 (midnight Geneva time)