Procurement Associate

​​Requisition ID: 1556 
Grade: ISA-Junior Specialist 
Country: Austria 
Duty Station: Vienna 
Category: International Consultant 
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Contract Duration: 
Application Deadline: 12-Dec-2022  

Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Female candidates are particularly encouraged to apply.

ORGANIZATIONAL CONTEXT

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.

Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

Under the supervision of the Managing Director of the Directorate of Corporate Services and Operations (COR), and in close coordination with other organizational entities within UNIDO, the Procurement Services (COR/PRO) carries out all procurement and contracting services on behalf of the Organization relating to Headquarters, the Field, and technical cooperation activities. It aims to support the increase of technical cooperation delivery, while maintaining smooth and efficient operations of the Headquarters, including VIC-maintenance, and the field offices, through efficient and effective procurement actions. The PRO ensures that UNIDO continues to follow best practices in supply chain management and gains recognition as a leader in the field.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Procurement/Contracts Officer, the Procurement Associate provides support in the delivery of procurement services for the technical cooperation programmes and projects as well as related administrative support and is responsible for the following key functions:
- Reviews for completeness and prioritizes purchasing requests (terms of reference, technical specifications) and obtains additional information/documentation as required; determines the availability of vendors and funding sources;
- Prepares drafts of solicitation documents for Contracts Officer’s review and approval, and distributes them to invitees, advertises as required (UNIDO procurement portal, UNGM);
- Prepares responses to queries from invitees raised during bidding process under guidance and supervision of Contracts Officer’s;
- Prepares abstracts (comparison table) containing names of suppliers, prices, checks for accuracy of calculations and information contained in the proposals/offers received, and any other relevant information extracted from the Terms of Reference, to facilitate and expedite the work of the Contract Officer;
- Prepares draft contracts, using model procurement forms extracting all relevant information from the proposals and terms of reference, for review and approval of the Contracts Officer; sends the signed contracts to the selected contractor for countersignature and distributes in accordance with standing instructions;
- Prepares various standard correspondence (regret letters to unsuccessful bidders, reminders on deliverables, etc.) for Contracts Officer’s review and approval and dispatches/distributes accordingly;
- Maintains files up-to-date and monitors status of contracts delivery: maintains contacts with suppliers to ensure reports and invoices are received according to contract schedule. Liaises with all allotment holders and with contractors to ensure timely delivery of goods/services, and adherence to contractual terms and schedules;
- Verifies invoices for payment, obtains allotment holder's written certification; liaises with Finance so as to ensure timely processing of invoices, verifies status of payments in SAP, informs contractors accordingly;
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc.,
- Obtains evaluation of contractor's performance reports from project manager upon completion of contract, closes contract files after duly verifying that all required documentation is on file.
- Perform any other related duties as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education:
- Advanced university degree in economics, business administration, law or other relevant discipline is required.
- Professional procurement certification (CIPS) at minimum level 2 is required.
Technical and Functional Experience:
A minimum of one (1) year of working experience in international public procurement, thorough understanding of public procurement principles and practices, preferably within the UN system or in another public organization including experience in project administration, accounting and finance, providing support to managerial/professional staff and using administrative skills to assist in the execution of project procurement delivery and implementation of work. Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with SAP or similar ERP software is required.
Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, particularly [ ] desirable [required].

REQUIRED COMPETENCIES
Core values: WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.
WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner.
WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.
Core competencies: WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.
WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.
WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.
WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

This appointment is limited to the specified project(s) only and does not carry any expectation of renewal.
Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside.
Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.

All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process. Selected candidate(s) may be required to disclose to the Director General the nature and scope of financial and other personal interests and assets in respect of themselves, their spouses and dependents, under the procedures established by the Director General.

Visit the UNIDO website for details on how to apply: www.unido.org
NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.
 
Notice to applicants:
UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: recruitment@unido.org