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Procurement Officer

Vienna

  • Organization: UN
  • Location: Vienna
  • Grade: P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Procurement
  • Closing Date: 2022-08-18

Org. Setting and Reporting

This position is located in the Procurement Unit (PU), General Support Section (GSS), Division of Management (DM), United Nations Office of Vienna (UNOV). The incumbent will work under the direct supervision and overall guidance of the Chief of the Procurement Unit.

Fore more information on UNOV, please visit www.unov.org.

Responsibilities

Within assigned authority, the Procurement Officer will be responsible for the following specific duties:

• Plan, develop and manage all procurement and contractual aspects of projects of significant complexity related to worldwide procurement (mainly in Spanish and Arabic speaking regions) of diverse services and commodities (e.g. information technology, electronic equipment and instruments, vehicles, medicines, foodstuffs, building maintenance materials, office supplies, construction, furniture, etc.), taking into account local economic and other conditions.
• Advise requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.
• In close coordination with the Chief, PU, manage procurement operations in one or more Field Offices of the United Nations Office on Drugs and Crime (UNODC), with a focus on Spanish and Arabic speaking countries. This will involve supervision and oversight of the procurement processes in those Field Office(s) and the provision of necessary support, guidance and capacity building. Provide substantive input in ensuring that all local, state, and national building codes and regulations and safety precautions are followed.
• Prepare/oversee preparation and distribution of invitations to tender and manage/conduct all aspects of bid/proposal evaluations.
• Formulate strategies and design innovative solutions to resolve issues/conflicts for complex procurement projects.
• Establish and maintain work programme and schedule for ongoing contracts and newly-planned ones.
• Participate in negotiations with senior supplier representatives; sign procurement orders up to the authorized limit, and, in cases where the amount exceeds authorized signature authority, prepare submissions to the Contracts Committee for review and subsequent approval by the authorized official.
• Conduct market research to keep abreast of market developments; research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of good and services.
• Identify new technologies, and products/services, evaluate and recommend potential supply sources and participate in the incorporation of research results into the procurement programme. Ensure products/services provided are in compliance with relevant building and safety codes.
• Oversee adherence to contractual agreements, recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.
• Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.
• Develop and deliver procurement related training to a wide audience (mainly in Spanish and Arabic speaking regions), including project team, buyers and managers. Offer coaching and guidance on procurement related matters.
• Analyze and evaluate procurement requests and ensure appropriateness of technical specifications.
• Develop procurement templates and prepare standard operating procedure as appropriate.
• Monitor and manage all auditing of procurement activities ensuring recommendations are responded to appropriately and are in conformity with compliance rules.
• Lead the development of various internal procurement dashboards and monitor various KPIs for compliance purpose.
• Provide guidance to, and may supervise, new/junior staff.
• Frequent travel on mission to support clients, as required.
• Perform other work related duties, as required.

Competencies

• Professionalism: Has knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. Has knowledge of contract law and expertise in handling complex contract issues. Has knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing. Has demonstrated knowledge of all areas of construction. Is able to shape and influence agreements with requisitioning units and vendors. Is able to apply technical expertise to resolve a range of issues/problems. 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.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• 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

Advanced university degree (Master’s degree or equivalent) in business administration, public administration, commerce, engineering, law, construction management or a related field is required.

A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job - Specific Qualification

Certificate of completion of CIPS Procurement at level 4 is required.

Work Experience

A minimum of five years of progressively responsible professional experience in procurement, contract management or related area is required.

Work experience with an Enterprise Resources Planning (ERP) system is required.

Work experience with an SAP system is desirable.

Experience working with the Financial Regulations and Rules of the United Nations or a similar international organization is desirable.

Demonstrated experience in the implementation of procurement structures/frameworks or a supply chain initiative involving change management and delegation of authority is desirable.

Experience in developing and conducting training in the supply chain area, procurement and other cross functional processes is desirable.

Experience in providing procurement support to Field Offices is desirable.

Demonstrated experience in managing a team is desirable.

Demonstrated experience in developing KPIs using Microsoft Power BI or a similar tool is desirable.

Work experience in construction or engineering project management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of Spanish and/or Arabic is desirable. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This is an extra-budgetary post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of funds.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Vienna is classified in the H category (family duty station).

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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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