Senior Procurement Assistant

Hardship Level

H (no hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

GS5

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2024-02-05

Job Posting End Date

December 28, 2023

Standard Job Description

Senior Procurement Assistant

Organizational Setting and Work Relationships

The Senior Procurement Assistant provides procurement support to 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. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific 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 procurement management within the geographical area covered while exercising efficiency in the use of those 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.
• Examine purchase requisitions to ensure conformity and liaise with requesters when necessary.
• Prepare Requests for Quotation as well as formal tender documents.
• 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.
• Administer contracts and update vendor performance evaluation in coordination with the Contract Manager
• Provide information on all procurement activities within the AoR.
• Provide guidance on procurement activities 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.
• 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.

In the Regional Bureaux

• Track global Procurement KPIs for the region and assist in preparation of regional ones, as required.
• Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers.
• Contribute to the elaboration of the procurement plan for the Regional Bureau.
• Assist Country Operations in MSRP management within the AoR.

In the Country Operations

• Ensure local liaison to effectively support procurement activities.
• Assist in procurement management of goods and services according to UNHCR rules and regulations as well as country-specific SOPs;
• Assist in vendor evaluation and preparation of submissions to relevant CoCs.
• 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 G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

Certificates and/or Licenses

Supply Chain, Procurement, Administration,

Economics, Law, Engineering

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

Relevant Job Experience

Essential

Not specified.

Desirable

Not specified.

Functional Skills

SC-Supply Planning

SC-Public procurement

IT-Computer Literacy

SC-PeopleSoft Supply Chain Management

SC-Customs clearance

SC-Logistics

SC-Asset Management

SC-Fleet 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.

Desired Candidate Profile

Dear colleagues, please advertise this new G6 position, Procurement Associate, for 2 weeks in Jobgardens.hu and the other standard channels. Thank you

The incumbent reviews the data/ documentation submitted and interacts daily with the procurement team, suppliers, and other stakeholders (such as Programme/Finance/Treasury) to ensure seamless registration and compliance with UNHCR’s policies and procedures.

The incumbent may be responsible for generating reports and analyzing supplier registration data to identify trends, potential compliance risks, and areas for improvement.

The incumbent requires strong attention to detail, excellent communication skills, knowledge of relevant regulations and compliance requirements, and the ability to work collaboratively with internal and external stakeholders. Knowledge of another UN language is desirable.

Additional information:

Candidates must be legally present in Hungary at the time of application, recruitment and hire.

For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.

NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements

Remuneration:

In case of appointment, a competitive compensation and benefits package is offered.

G5 – Salary range: NET 498,349 HUF – NET 583,795 HUF.

Benefits:

Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).

Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

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

English

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational health and safety considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

The position is based in Budapest GSC and reporting to the Head of the Master Data Management Unit (MDM) within the Supply Operational Support Section of the Supply Management Service (SMS) under the Division of Emergency, Security and Supply (DESS). Effective management of Suppliers is necessary to have a well-controlled and adequate base to manage UNHCR’s relationship with Suppliers, both in the dealings with solicitation processes, Contracts and for ongoing transactional processing and monitoring. To achieve this, UNHCR is standardizing and centralizing the review process of the Supplier registration to ensure that the verification, and accuracy of the Suppliers registered as Spend authorized is complete. This is key to minimize any business risk for UNHCR in its interaction with the Suppliers. The Unit is responsible for the review, processing, and onboarding of suppliers into UNHCR’s Cloud ERP system. Registrations and updates are submitted by the operations as well as through the Supplier Portal. The incumbent reviews the data/ documentation submitted and interacts daily with the procurement team, suppliers, and other stakeholders (such as Programme/Finance/Treasury) to ensure seamless registration and compliance with UNHCR’s policies and procedures. The incumbent may be responsible for generating reports and analyzing supplier registration data to identify trends, potential compliance risks, and areas for improvement.

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

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Public procurement, SC-Supply Planning

Education

Certifications

Administration – Other, Economics – Other, Engineering – Other, Law – Other, Procurement – Other, Supply Chain – Other

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

UNHCR Salary Calculator

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

Compendium

Additional Information

Functional clearance

This position doesn’t require a functional clearance