Procurement Officer

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.

Procurement Officer

Organizational Setting and Work Relationships

The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. The incumbent normally reports to the Senior Supply Officer or Senior Procurement Officer. S/he directly supervises professional and/ or general service staff in the office.

The Procurement Officer takes on the role of leading, coordinating and supervising procurement activities within an office. The incumbent maintains contact with other UN agencies, NGOs, government partners and commercial contractors in the area of responsibility to facilitate all procurement activities.
As and when required, the incumbent will provide procurement functional advice to other units under the respective area of responsibility and assist in drafting (frame) agreements.

The incumbent will assist in the development of complex goods and services contracts, will manage vendors, define clear terms and conditions and ensure best value for money as well as assist in identifying and managing associated risks. S/he reviews and/or drafts procurement cases to be presented to the respective Committee on Contracts and takes part in the development of effective procurement strategy, in cooperation with requesting units. Therefore, solid functional knowledge for effective and efficient procurement of goods and services is of paramount importance. A combination of good technical and effective soft management skills including the ability to effectively negotiate and communicate is a 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 assists with joint procurement actions if, as and whenever necessary.

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

- Lead the day-to-day procurement process to ensure timely, cost-effective and adequate delivery of goods and services to support operational needs.
- Conduct market surveys, identify, assess and select potential vendors.
- Ensure high quality standards for goods and services procured by UNHCR by developing and maintaining specific internal control and self-evaluation criteria/procedures.
- Review the requisitions, specifications and required delivery.
- Prepare the tendering documents (Request for Proposals, terms of references) ensuring that the bidding process is in line with the established UN/UNHCR Financial Rules and Procedures and procurement regulations and guidelines.
- Analyse bids, prepare price evaluation and coordinate the entire evaluation process.
- Manage negotiations with suppliers and develop and prepare contracts for procurement of goods and services by defining terms and conditions, ensuring best quality/delivery terms and pro-active management of associated risks.
- Prepare relevant documents for submissions to the Committee on Contracts.
- Conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to requestors and vendors.
- Guide the offices should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
- Coordinate with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
- Manage staff performance and coordinate procurement activities ensuring broad understanding and adherence to the relevant and prevailing procurement rules and procedures.
- Liaising, as appropriate, with the HQ/SMS and requesting units in the field, providing procurement advice on relevant policies and procedures and clarifying terms of reference/specifications.
- 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.
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree

Field(s) of Education
Supply Chain Management;
Business Administration;
International Commerce;
Engineering; or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract 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. Proven ability to manage a team.

Desirable:
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 and negotiation skills to deal with persons of different cultural and educational backgrounds. 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, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8.

Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
SC-UN/UNHCR Procurement Rules and Procedures;
SC-Supply Chain planning and strategy development;
(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. 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
M003L3 - Judgement and Decision Making Level 3
M002L3 - Managing Performance Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3
X008L3 - Stakeholder Management 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.

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 addendum is Thursday 29 October 2020 (midnight Geneva time).