Procurement Associate

This Job Opening is available to eligible UNHCR staff members and external applicants.
External Candidates must meet the essential minimum requirements of the position and must have either Romanian citizenship or local work permit. Interview and written test may be included in the recruitment process. Procurement Associate

Organizational Setting and Work Relationships
The Procurement Associate manages and supports all activities pertaining to the procurement function including planning, tendering, evaluation, award and contract administration within the area of responsibility (AoR).
The incumbent is supervised by a relevant higher-level position and receives regular guidance and instructions from the supervisor on successive steps. The incumbent may supervise some support staff. The incumbent maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the procurement function. The duty of the incumbent is to support, implement and monitor procurement activities assigned within the geographical area covered while exercising efficiency in the use of the available resources.

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
- In compliance with procurement rules and procedures, support the related procurement activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
- Apply UNHCR's sourcing & procurement strategy when planning and/or purchasing commodities and services.
- Liaise with relevant clients, prepare short, mid and long-term procurement plans.
- Examine purchase requests to ensure conformity and liaise with requesters when necessary.
- Prepare and issue Requests for Quotation as well as formal tender documents, when and if required.
- Actively support Evaluation Committees within the AoR.
- Produce bid tabulations and prepare Purchase Orders for approval.
- Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
- Liaise with relevant suppliers and address inquiries within the AoR.
- Provide information on all procurement activities within the AoR.
- Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
- Maintain accurate and comprehensive records on procurement activities and provide reports and updates periodically, and on request. Compile statistical information on procurement related matters that will assist in decision making.
- Oversee and provide guidance on procurement by Partners, as well as evaluation of Partners¿ procurement capacity. Participate in Multi-Functional Teams (MFTs) formally reviewing Partners¿ qualification.
- Support CBI activities within AoR.
- Disseminate and promote UNHCR's global policies, standards and guidance on procurement management.

In the Regional Bureaux
- Track global Procurement KPIs for the region and assist in preparation of regional ones, as required.
- Track the progress of specific operations and provide guidance that ensures timely implementation.
- Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers.
- Administer contracts set up at Bureau level and update the vendor performance evaluation in consultation with the Contract Manager
- Ensure vendor information are accurately encoded in the Enterprise Resource Planning (MSRP);
- Contribute to the elaboration of the procurement plan for the Regional Bureau.
- Assist Country Operations in MSRP management within the AoR..
- Assist in coaching and advising clients and procurement colleagues as/if requested.
- Support the analysis of country financial reports and work with the senior staff to address areas relating to procurement aspects of Operations.
- Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Support implementation of rules, instructions and operating procedures communicated from HQ to Country Offices. Organize training sessions and workshops.

In the Country Operations
- Ensure local liaison to effectively support procurement activities.
- Procure goods and services in accordance with UNHCR rules and regulations as well as country-specific SOPs;
- Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Assist in vendor evaluation and preparation of submissions to relevant CoCs.
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses

Supply Chain, Procurement, Administration, Business Administration,
Economics, Law, Engineering         Trade,
Marketing, or a related field
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Procurement, Supply Chain Management and/or relevant experience

Desirable
Other UN procurement training ¿ such as IAPSO and UNPD.

Functional Skills
SC-Supply Planning
SC-Public procurement
SC-Fleet Management
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset Management
(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.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

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. As per standard Job Description. For this, no need to select the ¿Description¿: the field is automatically populated from the Job description related to the position you are advertising - Interested group 1 applicants need to apply through MSRP ¿ Self-Service ¿ Recruiting Activities ¿ Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile.
- Interested External applicants need to apply online and complete the mandatory motivation letter.  For help with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website.  https://www.unhcr.org/careers.html ¿ Careers ¿ Career opportunities ¿ Other Opportunities ¿ Vacancies ¿ sort by Location or search by Job Opening number.
- Applications will be accepted only via the online portals. Please do not send application via email.
- Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and do a competency based oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).
- The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. 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.

- This appointment is subject to proof of vaccination against Covid-19 with WHO approved vaccine, medical clearance.
- UNHCR strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality.
- UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General¿s Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.

- For any technical problems encountered during the online application, please send an email to the below email address titled "Online VA Query-your name and surname". Human Resources Romania rombuhr@unhcr.org The closing date for submission of applications is 19 August 2022.