Procurement Officer

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

Hardship Level

H (no hardship)

Family Type

Family

Residential location (if applicable)

Grade

PR3

Staff Member / Affiliate Type

Professional

• Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2023-11-30

Job Posting End Date

December 21, 2023

Standard Job Description

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. In the Country Operation s/he normally reports to the Head of Office, to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. S/he directly supervises professional and/ or general service staff.

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’s role is to deploy effective and efficient procurement skills in conformity with the prevailing rules and regulations. 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 takes part in the development of effective procurement strategy, in cooperation with requesting units, leveraging sustainability, social, economic, environmental and/or climate considerations in support of SDG12. S/he reviews and/or drafts procurement cases to be presented to the respective Committee on Contracts.

The Procurement Officer function extends to providing advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement rules and regulations. The incumbent provides necessary support in identifying opportunities for capacity development in the supply teams, for requesting units, and for other stakeholders (such as Partners).

The incumbent maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations. S/he exchanges information with counterparts in other UN agencies, and International Organisations within the framework of joint UN collaboration and mutual recognition, if and whenever necessary. S/he is responsible for observing the maximization of resources and the simplification of processes through cooperation with other UN agencies (Deliver as One).

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, factoring in sustainably, economic, environmental and/or climate considerations.
• Ensure high quality standards for goods and services procured by UNHCR by developing and maintaining specific internal control and self-evaluation criteria/procedures.
• Contribute to the development of procurement and supply chain strategies for important commodities and services and ensure adequate capacity to respond to emergencies.
• Coordinate strategic procurement meetings with requesting units to ensure the adoption of an adequate procurement action for specific requirements.
• Review and advise on relevant purchase requests to ensure they are complete and in accordance with specifications, standards, procurement policy and procedures, available resources and delivery time.
• Conduct market surveys, identify, assess and select vendors based on their capability for timely and effective delivery.
• Evaluate purchase requisitions, prepare and dispatch quotation requests and/or tenders, guide and support the evaluation of offers and bid-tabulations.
• 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/review financial 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.
• Prepare Contracts and Purchase Orders based on Statement of Works or Terms of Reference from requesting sections and send confirmations, requests for inspection and other correspondence.
• Approve purchase orders according to delegated authority.
• 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), including mapping of FSPs.
• Advise operations and colleagues on partner procurement multifunctional team role and Partner Procurement Qualification processes and requirements.
• Liaise, 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.
• Disseminate and monitor compliance with UNHCR’s global policies, standards and guidance on supply chain management.
• Contribute to effective information flow in the supply chain to achieve operational objectives in a timely and cost-effective manner.
• Assist in the resolution of difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
• Ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
• Contribute to the identification of partners for supply chain projects based on objectives, priorities, strengths, and resources of the Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
• Support in the coordination of activities of Partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures. Ensure Supply participation in the multifunctional teams for partner verification.
• Develop relevant contacts and build constructive relations with government authorities, partner Organizations, UN Agencies and other external counterparts to foster mutual cooperation for timely delivery of goods and services, avoiding bottlenecks such as streamlining green light processes and customs clearance processes.
• In coordination with Senior Supply focal points, contribute to the development and provision of procurement training.
• Manage staff performance and coordinate procurement activities ensuring broad understanding and adherence to the relevant and prevailing procurement rules and procedures.

Regional Bureaux

• Advise Country Operations in implementing procurement strategies based on requirements, risks and emergency context.
• Provide advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with UNHCR procurement rules and regulations.
• Mainstream UN procurement principles, as well as UNHCR internal policies throughout the region.
• Review procurement cases from the operations that are above the country operations delegations, provide feedback as required, prepare Statement of Recommendation and clear the cases for the relevant procurement authority.
• Advise on 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.
• Capture, analyse and report on procurement data from the different Country Operations of the Bureau.
• Track global Procurement KPIs for the region and assist in preparation of regional ones, as required.

Country Operations

• Provide support to Country Operations on how to create/maintain a supply chain infrastructure that is robust and flexible enough to accommodate the needs of the operation and that enables timely emergency responses.
• Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures.
• Lead the partner procurement assessment and coordinate within the MFT on the delegation of procurement process.
• Monitor, coach, guide and advise the staff within the given area of responsibility.
• Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations.
• Adapt standard supply chain structures to the local environment that are consistent with the operational needs.
• Ensure timely green light processing and customs clearance of consignments.
• Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
• Act as ex-officio in the LCC Review and clear procurement cases for the relevant procurement authority.
• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
• 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

‘

or other relevant field.

Certificates and/or Licenses

Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS

Supply Chain Learning Programme

Fritz Institute Certificate in Humanitarian Logistics (CHL)

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Solid functional knowledge for effective and efficient procurement of goods and services is of paramount importance.. Good working knowledge and experience in handling contract issues in the context of public procurement. Knowledge of best practices of procurement and subject matter expert in public procurement. Proven problem solving and statistical analysis capacity. 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. A combination of excellent technical and soft management skills including an extensive experience in negotiations is a further requirement. Good understanding on applying International Commercial Terms (INCOTERMS), experience in international transport arrangements by air, sea and land including basic understanding on customs clearance formalities, cargo specific requirements (i.e. dangerous goods, temperature-controlled goods, etc) and basic packaging / palletization requirements.

Desirable

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

SC-Supply Planning

SC-Warehouse Management

SC-Logistics

SC-Customs clearance

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.

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.

Desired Candidate Profile

Bachelor’s degree in Procurement or related field.

At least 5 years of progressive procurement experience.

Adherence to ethical standards, transparency, and accountability.

Experience in implementation of procurement policies and procedures.

Experience in management of emergency support missions.

Strong leadership and effective supervisory skills.

Experience in organizing workshops and training sessions.

Excellent communication skills for interaction with stakeholders, colleagues and management.

Analytical skills to address challenges in procurement processes.

Timely decision-making ability while considering ethical standards and compliance.

Ability to adapt to changing priorities and work in a dynamic environment.

Resilience in handling vendor protests and disputes objectively.

Proficiency in English; knowledge of other UN languages is an asset.

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The incumber will supervise the Procurement Support Unit within the Procurement Section (PS) of the DESS Supply Management Service (SMS). S/he is reporting directly to the Chief of the Procurement Section.

The Procurement Support Unit at UNHCR HQ plays a crucial role in supporting and facilitating procurement processes within the organization. The primary function of the Unit is to provide comprehensive support and guidance to different departments, offices and stakeholders involved in procurement activities. The Unit serves as a central hub for procurement-related activities. By providing guidance, coordination, and oversight, the Unit ensures that procurement processes are conducted in a transparent, accountable, and efficient manner, ultimately contributing to the successful implementation of UNHCR’s programs and projects.

The incumbent will be responsible for support in implementing procurement policies and procedures in line with UNHCR regulations and guidelines. This includes ensuring compliance with ethical standards, transparency, and accountability in all procurement processes.

S/he will play an active role in the planning and coordination of procurement activities, advising on applicable procurement regulatory framework, supporting the preparation of tender documents, submissions and and other similar documents, providing desk reviews, conducting applicable emergency support missions, reviewing Vendor Protests received via formal channels, and carrying out other relevant tasks.

The incumbent will provide capacity-building and training to staff members involved in procurement activities by organizing workshops, seminars, and training sessions to enhance understanding of procurement processes, regulations, and best practices.

The incumbent will directly supervise the staff of the Procurement Support Unit.

Living and Working Conditions:

The position is based in HQs in Budapest which is the capital of Hungary where adequate infrastructure, health, education, banking and recreational facilities are easily accessible. Budapest is H category Duty Station. There are no specific security concerns not withstanding incidental events. Personal security is generally not an issue. However, staff members should be cautious and take responsibility for their own personal and residential security.

Skills

Additional Qualifications

SC-UN/UNHCR Procurement Rules and Procedures

Education

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): Law, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Procurement, Bachelor of Arts (BA): Supply Management

Certifications

Fritz Humanitarian Logistics – Other, HCR Supply Chain Learning Program – UNHCR, Institute of Purchasing and Supply – Other

Work Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Add. 2 to Bi-annual Compendium 2023 – Part B

Additional Information

Functional clearance

This position doesn’t require a functional clearance