Associate Procurement Officer

Requisition ID: 2272 
Grade : P2 
Country: Austria 
Duty Station : Vienna 
Category: Professional and Higher 
Type of job Posting: Internal and External
Employment Type: Staff-Full-time
Minimum Annual salary: 75,162 USD 
Application deadline: 7-Jun-2023  

Vacancy Announcement
Female candidates from all Member States 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.

The Directorate of Corporate Services and Operations, headed by a Managing Director, is responsible and accountable for the management of UNIDO’s human, financial and material resources, ensuring the capacity of the Organization to fulfill its mandate. The Directorate oversees a full range of financial, human resources management, procurement, information technology and general services to meet the needs of the Organization. Additionally, it exercises the responsibility for the ethics function in the Organization.

The Procurement Services (COR/PRO) is responsible for best practice supply chain management, procurement and contracting services on behalf of the Organization relating to Headquarters, the Vienna-based Organizations (VBOs), the Field, and technical cooperation services. The PRO develops and maintains all Long-Term Agreements, and provides training and capacity building measures to internal and external stakeholders. The PRO also provides technical advice, guidance and assistance to Project Managers/Allotment Holders on supply chain management, procurement & contracting and sustainable procurement related matters.

Through its continuous engagement in the HLCM Procurement Network, Network on Procurement in International Organizations (NPIO) and adoption of best practice supply chain management procedures, the PRO is responsible for the regular review and update of UNIDO’s procurement manual and related model bidding and contracting forms and templates. The PRO is also assuming oversight functions in respect of institutional assessments, supply chain management-related advice, guidance and reviews in the context of UNIDO grant beneficiaries, including implementing partners. Finally, the PRO is involved in various procurement advocacy related activities.

The Associate Procurement Officer works under the direct supervision of the Chief, Procurement Services (COR/PRO) and in close collaboration with colleagues to support the mandate of the unit.

The Associate Procurement Officer is expected to deliver: (a) work that is analytical in contributing to results achieved by the Unit; (b) in creating an enabling environment for collaborative work which is catalytic to achieving results; (c) in building relationships which contributes to counterparts engagement and (d) in achieving results that provide baselines for a service.

The UNIDO Staff Performance Management System reinforces the collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her team and colleagues, within as well as outside the unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

Staff -members are subject to the authority of the Director-General and in this context all staff are expected to serve in any assignment and duty station as determined by the needs of the Organization.

Main Responsibilities:

As a team member, the incumbent shall carry out the following activities to achieve the results and outcomes of the Procurement Services:

Strategic Procurement:

• Serve as a procurement and contracting expert with responsibility for carrying out complex procurement of a variety of supplies and services associated with highly (technically and legally) complex contracts and procurement activities related to assigned procurement portfolio in the context of technical cooperation, headquarters, the field offices as well as the Vienna-based Organizations requirements;
• Assist in monitoring the procurement planning activities, including planning detailed procurement actions for assigned projects and collaborating with Project Managers to define and specify service, goods and works requirements;
• Contribute to the Organization’s policies, guidelines, manuals, and other relevant documentations related to procurement and grants management in consultation with relevant internal and external partners, such as Financial Services, Legal Affairs and Compliance, and Funding Relations;
• Provide guidance to clients on matters related to rules and regulations of procurement and grants management, whenever such needs arise;
• Conduct research and analysis on internal, external and international laws, rules, regulations, business practices and other matters related to procurement and grants management, and, when needed, organize discussion sessions or information sharing sessions with relevant colleagues in the Organization, upon request by the Chief;
• Collaborate with other colleagues to conduct market research, surveys and analysis, keeping abreast of market developments, trends and best practices, researching innovative/new technologies and products or services; with a view to evaluate and recommend potential supply sources and refine procurement requirements to ensure, where relevant, best value for money, best practice supply chain management, and sustainable procurement;
• Proactively collaborate with Project Managers with a view to set up, amend or extend Long-Term Agreements.

Tactical/Operational Procurement:

• Prepare and coordinate the required spectrum of procurement processes, bearing in mind best practice supply chain management and procurement & contracting principles, sustainable procurement (where relevant), and best value for money considerations (including, where relevant, principles of total cost of ownership), and by continuously informing Project Managers.  These include preparing bidding documents, disseminating/publishing bidding documents, arranging bid conferences (where required); issuing clarifications or amendments to bidding documents, arranging bid opening sessions (where required), conducting the preliminary examination, comparison and commercial evaluation of bids, reviewing the technical evaluation performed by Project Managers, arranging for contract award or any other action,  and preparing all related bidding and contract documents and templates/forms, memoranda and reports;

• Conduct due diligence work to confirm that (i) the relevant procurement request is complete, (ii) that the detailed justifications provided by the Project Manager satisfy relevant pre-conditions for invoking the relevant type of competition/waiver, and (iii) that by invoking the particular type of competition/waiver, UNIDO’s procurement principles are upheld, where procurement cases require limited international or local competition, restricted competition or exception to competition;
• Prepare procurement case submissions to the relevant authorized Procurement Official and/or the Procurement Committee for its review and subsequent approval by the Managing Director, COR and, where required, attend meetings of the Committee to facilitate decision making processes;
• Conduct negotiations with bidders/contractors where relevant;
• Prepare and sign purchase orders/contracts/LTAs up to authorized limits, and, in cases where the amount exceeds such limits, submit them for signature by the relevant authorized Procurement Official, by due reference to relevant commercial & technical terms and conditions;
• Monitor the day-to-day administrative controls in the procurement cycle and adherence to terms and conditions, service-level agreements, key performance indicators in outstanding purchase orders/contracts/LTAs. Conduct amendments, cancellations and extensions of purchase orders/contracts/LTAs. Inform concerned parties on contractual rights and obligations. Formulates and recommend innovative solutions to resolve issues/conflicts which may arise.

Implementing Partner Arrangements:

• As delegated, coordinate relevant institutional assessment and perform procurement assistance work in the context of implementing partners, ensuring that the implementation is conducted in a coherent and consistent manner as well as gathering lessons learnt and preparing recommendations as to the continuous adaptation and refinement of relevant policies and guidelines.

Procurement Advocacy, Advice, Training & Guidance:

• Prepare a variety of procurement-related reports, presentations, and statistical information as needed;
• Collaborate with other colleagues to provide training and capacity building measures to relevant stakeholders, both internal and external parties, on procurement, supply chain management and project execution related processes;

Undertakes other related duties and assignments as required by the Chief of the Unit.

Core Values and 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.

Key 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.

Minimum Organizational Requirements:

Education:

Advanced university (Master’s or equivalent) degree in business administration, international law, public administration, political science, commerce, or other related discipline is required. 

UNDP CIPS Level 2 certificate or equivalent recognized qualification in procurement and/or supply chain management is an asset.

Experience:

A minimum of three (3) years of professional experience in the areas of procurement, business advisory services, supply chain management, including experience in private industry and/or in governmental or international organizations, is required. 
Professional experience in the fields of public/UN procurement policies, rules and regulations is desirable.  
Working experience with ERP/procurement-related system is desirable.

Language Skills:

Fluency in written and spoken English is required.  Fluency and/or working knowledge of other official UN languages is desirable.

NOTE: UNIDO professional level applicants are required to have served at least one year in their current position, if applying for a higher-level position. However, the seniority-in-grade requirements for applying for higher level positions, as per paragraphs 18 and 78 of the HRMF, have been waived.

UNIDO General Service applicants are required to be at least at the GS-5 level; to have served in their current position for at least two years; and to have served in UNIDO for at least five years.

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