Title: Procurement Associate – HQSMS Support
Duty station: Budapest, Hungary
Contract: UNOPS LICA 6
Corresponding level: G6

1.General Background

The United Nations High Commissioner for Refugees (UNHCR) is mandated to lead and co-ordinate international action to protect and assist refugees, forcibly displaced and stateless persons. Private Sector Partnerships (PSP) is a Service within the Division of External Relations (DER) and is responsible for mobilizing private sector income and engagement across more than 40 markets. Fundraising operations require frequent procurement of specialized services (e.g., digital marketing, payment,donor management and fundraising agency services) and goods. To ensure compliance, value-for-money and speed, HQSMS provides policy, oversight and quality assurance for procurement actions, guided by UNHCR Administrative Instruction on Procurement (UNHCR/AI/2021/05/Rev.2/Corr.2) and the Rules and Procedures of UNHCR Committees on Contracts (UNHCR/AI/2018/5/Rev.2). This role supports the centralised PSP Procurement Review Authority (PRA) process in line with the aforementioned Administrative Instruction and the Rules and Procedures.

2.Purpose and Scope of Assignment
Under the direct supervision of the Associate Procurement Officer (PSP PRA – HQSMS), the Procurement Associate provides end‑to‑end administrative, documentation and coordination support for PSP procurement actions submitted to the HQSMS PRA hub, primarily for actions above the non‑formal tender threshold (USD 5,000), and across tenders, waivers, contract amendments and Expost facto. The incumbent ensures completeness and accuracy of review packages, maintains the PRA pipeline and trackers, coordinates meetings and communications, and supports preparation of solicitation and award documents to enable timely, compliant decisions.

3.Key Functions & Responsibilities
•Act as the first‑line intake for PSP PRA submissions: validate completeness against checklists (as per(UNHCR/AI/2021/05/Rev.2/Corr.2), flag gaps and coordinate corrections with submitting offices.
•Compile review packages (ToR/SOW, solicitation documents, evaluation reports, waiver justifications, budget confirmations, DA references) and route for PRA review and approvals, in coordination with the Associate Procurement Officer.
• Maintain the PSP PRA pipeline (SharePoint/ERP trackers): register new cases, update status, dates and approvers; monitor SLAs; and produce periodic reports.
• Draft standard minutes/notes of PRA discussions and decisions; log conditions, follow‑ups and due dates; file all artefacts in the designated SharePoint libraries.
• Support solicitation administration for RFQ/ITB/RFP (as required): publication logistics, bidder communications (clarifications), opening minutes, administrative evaluation grids, and compilation of award documentation for PSP cases.
• Support waiver/single‑source cases by assembling evidence, market analysis and risk mitigations as instructed; ensure justifications align with policy requirements.
• Coordinate contract administration steps post‑approval (signature routing, amendment packs, delivery acceptance records, KPI sheets) and vendor performance documentation from the Requesting Function.
• Standardise and maintain PSP‑specific templates and checklists (review cover sheet, evaluation templates, minutes, filing structure); contribute lessons learned to the knowledge base.
• Generate monthly dashboards on case volumes, cycle times, and re‑submission causes; highlight bottlenecks and propose practical fixes.
• Liaise proactively with PSP markets, Finance/Programme, and HQSMS colleagues to ensure smooth, timely routing of cases and data accuracy.

4. Monitoring and Progress Controls
• ≥90% of PSP PRA submissions registered in the tracker within 1 business day of receipt; ≥95% of review packages deemed complete at first submission.
• Weekly pipeline update circulated; monthly dashboard issued within 5 working days of month‑end.
• Average administrative cycle‑time reduction for PSP cases (baseline to be set with supervisor) and <10% re‑submission rate due to documentation gaps.
• SharePoint repository kept audit‑ready (100% filing of mandatory artefacts per case).

5. Qualifications and Experience

a. Education
• Completion of secondary education is required; university degree in Supply Chain, Procurement, Business Administration, or related field is an asset.
• Relevant professional training/certification (e.g., CIPS Level 2/3 or equivalent) is an asset.

b. Work Experience
• Minimum 3 years of relevant experience with secondary education, or 2 years with a Bachelor’s degree, in procurement, supply chain, finance/administration or related functions in international organisations, public sector, or large NGOs.
• Experience supporting competitive solicitations (RFQ/ITB/RFP), waiver documentation, evaluation reports and contract administration.
• Hands‑on experience with SharePoint, Excel (pivot tables), and ERP/e‑procurement tools (e.g., UNHCR Cloud ERP/COMPASS) is highly desirable.

c. Key Competencies
• Attention to detail and document control discipline; strong organisational and time‑management skills.
• Clear written and verbal communication; ability to draft minutes and summarise decisions succinctly.
• Service orientation and teamwork; ability to coordinate with multiple stakeholders and follow up proactively.
• Integrity, confidentiality, and impartiality in handling procurement information.
• Fluency in English required; working knowledge of another UN language is an asset.

Additional Qualifications

Skills

Education

Certifications

Work Experience

Other information

The written test might be included in the selection process. Applicants must be legally authorized to work in the country to be considered. This position doesn’t require a functional clearance.