Supply Off(Proc Service)


Supply Officer (Procurement Service)

Contextually, the Procurement Service (PS) is expected to deliver an improved service to clients such as HQ organizational units and UNHCR operations around the globe. Thus, PS must ensure that high quality procurement is combined with faster turnaround of end-to-end procurement actions (from planning to contract / order placement). To this end, PS was recently reconfigured and now comprises of two sections:  the Procurement HQ Section and the Procurement Field Support Section.  The Procurement HQ Section supports and conducts procurement of goods and services based on requests of various HQ's organizational units, i.e. DFAM, DPSM, DHRM, DER, Bureaux etc.  The   Procurement Field Support Section assists UNHCR operations to conduct procurement of services and goods, it also covers policy and capacity development activities on behalf of the entire Supply Chain in UNHCR.

These Sections conduct and/or support the procurement processes in a timely and cost effective manner in conformity with UN/UNHCR's procurement rules and regulations.

The incumbent will report to the Head of Unit, HQ Procurement, under the Procurement HQ Section, and will supervise staff in the general service category.   S/he 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.   H/she will also assist the Head of Unit, HQ Procurement in identifying and managing associated risks.

As and when required, the incumbent will provide procurement functional advice to UNHCR organizational units under the respective area of responsibility and assist in drafting frame agreements, some of them of complex nature, and in providing inputs to the upgrade of operating systems/tools as well as on procurement policies and procedures.

S/he reviews and/or drafts procurement cases to be presented to the HQ's Committee on Contracts and takes part in the development of effective procurement strategy, in cooperation with requesting units. Therefore, solid functional knowledge for effective and efficient procurement of goods and services is of paramount importance. A combination of good technical and effective soft management skills including the ability to effectively negotiate and communicate is a requirement.

The incumbent maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organisations within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if, as and whenever necessary.

- UNHCR has an effective and efficient procurement function that meets Organization¿s worldwide needs in goods and services, procurement contracting and vendor management.
- UNHCR HQ entities and operations enjoy effective support to their procurement activities including the provision of advice and guidance on procurement submissions to HQ Committee on Contracts.
- Relevant UN/UNHCR Financial rules & regulations are observed, UNHCR has effective procurement strategy and its operations are guided by a coherent, timely and cost-effective procurement standards.
- UNHCR¿s procurement system has integrity and is guided by a global procurement framework. 
- Adherence to contractual agreements, performance requirements and delivery schedules are monitored and analysed.
- New suppliers are identified to increase competition as well as greater quality, efficiency and cost effectiveness.

- Support design of procurement planning tools, procurement plans and strategies.
- Lead the day-to-day procurement process to ensure timely, cost-effective and adequate delivery of goods and services to support operational needs.
- Conduct market surveys, identify, assess and select potential vendors.
- - Ensure high quality standards for goods and services procured by UNHCR by developing and maintaining   specific internal control and self-evaluation criteria/procedures.
- Review the requisitions, specifications and required delivery.
- 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 price 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.
- Conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to requestors and vendors.
- Manage staff performance and coordinate procurement activities ensuring broad understanding and adherence to the relevant and prevailing procurement rules and procedures.
- Liaising, as appropriate, with the requesting units at HQ and in the field, providing procurement advice on relevant policies and procedures and clarifying terms of reference/specifications.
- Ensure effective information flow in the supply chain.
- Disseminate and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined and monitors the project execution against the plans and takes action when actual implementation deviates from plans.
- Any other responsibility relevant for this function.

- Approve and sign contracts according to delegated authority.
- Clear and approve relevant tendering and recommendation documents for procurement of goods and services with value up to delegated authority.
- Prepare relevant submissions to the HQ Committee on Contracts.
- - Negotiate and conduct interviews with suppliers as required.

- University degree in Procurement, Supply or Logistics, Business Administration, Law or equivalent relevant degree.
- Minimum of 8 years of job experience relevant to the function.
- Minimum of 4 years in an international capacity, and 4 years in a management role.
- Good working knowledge and experience in handling contract issues in the context of UN policies and standards.
- Good knowledge of UN/UNHCR rules and regulations and procurement systems.
- 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 small team.
- Solid communication skills.
- Adaptive team player.
- Fluency in written and spoken English language.

- Database management skills and 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.
- Strong knowledge of ERP systems in relation to procurement/supply chain is desirable.
- 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, IAPSO, UNJLC or other public procurement trainings.
- Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8.
- Knowledge of French language, written and spoken.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Budapest
  • Grade: P-3, International Professional
  • Occupational Groups:
    • Logistics
  • Closing Date: 2016-07-11

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