Chf of Procurement-HQ Section

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 Procurement-HQ Section

Organizational Setting and Work Relationships
The Procurement Service consists of two Sections, 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, and 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 supervisor 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 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 provide 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 work under 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).


All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties
- Standardize procurement with due emphasis on quality as well as reduced procurement costs and delivery lead-time.
- Oversee the adherence to contractual agreements, performance requirements and delivery schedules
- Work towards identifying new suppliers to increase competition as well as greater quality, efficiency and cost effectiveness.
- Lead UNHCR¿s HQ units by a coherent procurement strategy and monitor their adherence to ensure procurement and contracting standards.
- 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.
- 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.
- 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 GLDC 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.
- Perform other related duties as required.


Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree


Field(s) of Education

Commercial Law; International Business Law; Business Administration;
Economics; International Business; Procurement;
Supply Chain; or other relevant field.

(Field(s) of Education marked with an asterisk* are essential)


Certificates and/or Licenses

Institute of Purchasng & Suppl; HCR Supply Chain Lrng Prog; Logistics
IAPSO/UNDP Procurement; Proc & Supply Fellowship-CIPS Full Membership of ProcSupply
UN Joint Logistics Centre;

(Certificates and Licenses marked with an asterisk* are essential)


Relevant Job Experience

Essential
Minumum 10 years of work experience in the area of procurement management either in international organizations and/or commercial companies.
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. 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.

Desirable
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..


Functional Skills
*SC-International Trade Standards (INCO);
*MG-Organisational Development;
*LE-International Commercial Law;
*IT-Service Development technical requirements & detailed specifications;
*SC-UNHCR Procurement Rules and Procedures;

(Functional Skills marked with an asterisk* are essential)


Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.


This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. 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

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.

Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

Please note that the closing date for vacancies in this September 2020 Compendium is Tuesday 20 October 2020  (midnight Geneva time).