Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOB
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-07-01
Job Posting End DateJuly 6, 2023
Standard Job DescriptionAssociate 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 Supply Officer or 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 general service staff. The Associate Procurement Officer conducts and/or supports the procurement activities in a timely and cost-effective manner in conformity with UN/UNHCR¿s procurement rules and regulations. In Bureaus and Country Operations, s/he maintains regular 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 (AOR) 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. The incumbent 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. 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. 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 - Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities 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, if required, and maintaining specific internal control and self-evaluation criteria/procedures. - Apply UNHCR's sourcing and procurement strategy when planning for purchase of important commodities and services. - 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/review financial evaluation and coordinate the entire evaluation process. - Negotiate with suppliers, develop and prepare often complex contracts for procurement of goods and services by defining terms and conditions, ensuring best quality/delivery terms and pro-active management of associated risks. - Build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable. - Manage vendors and the related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date. - Oversee tender processes and review or draft proposals for award of contracts to the relevant Committee on Contracts. - 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. - Work with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Contribute to the procurement action to contract Financial Service Providers (FSP). - Advise operations and colleagues on partner procurement multifunctional team role and Partner Procurement Qualification processes and requirements. - Recommend partners for supply chain projects based on objectives, priorities, strengths and resources of the UNHCR Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations. - Collect accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request. - Liaise, as appropriate, with the requesting units at HQ and in the field, to provide procurement advice on relevant policies and procedures and clarify terms of reference/specifications. - Foster effective information flow in the supply chain. - Monitor compliance with UNHCR's global policies, standards and guidance on supply chain management. - Work on practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined and monitor the project execution against the plans and take action when actual implementation deviates from plans. - Perform other related duties as required. In the Regional Bureaux: - Support Country Operations in implementing procurement strategies based on requirements, risks and emergency context. - Assist Country Operations in achieving full compliance with rules & regulations in all Procurement activities. - Track global Procurement KPIs within the AOR and assist in preparation of regional ones, as required. - Track the progress of specific operations and provide guidance that ensures timely implementation. - Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers. - Assist Country Operations in MSRP management within the AoR - Ensure timely green light processing and customs clearance of consignments. - Facilitate training of procurement staff and assist in coaching and advising individuals or procurement teams as requested. - Support 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. - Support the work of the Regional Contracts Committee (RCC) through compiling and reviewing documents for RCC meetings, In the Country Operations: - Procure goods and services in accordance with UNHCR rules and regulations as well as country-specific SOPs. - Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures. - Take part in vendor evaluation and preparation of submissions to relevant CoCs. - Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations, organize trainings and workshops, if needed. - Lead the MFT for assessing partner procurement capacity, contribute to the delegation of procurement process, through documented recommendations. - 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. - Depending on the size of the operation act as ex-officio in the LCC. Review and clear procurement cases for the relevant procurement authority. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Procurement; Supply; Logistics; Business Administration; Law; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Institute of Purchasng & Suppl (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential: Proficient knowledge in effective and efficient procurement of goods and services, with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. 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. A combination of good technical and effective soft management skills including the ability to effectively negotiate and communicate. 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: 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. 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, CFIPS, CMIPS, MCIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers. Proven ability to manage a team. Functional Skills UN-UN/UNHCR Administrative Rules, Regulations and Procedures SC-UN/UNHCR Procurement Rules and Procedures IT-Computer Literacy SC-PeopleSoft Supply Chain Management SC-Customs clearance SC-Supply Planning SC-Logistics SC-Warehouse Management 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 The position requires sound experience in emergency logistics, as well as contract and vendor management. Knowledge of sustainable sourcing would be an asset. Cross-functional skills are also essential.
Additional information:
Candidates should be nationals of Hungary, and be legally present in Hungary at the time of application, recruitment and hire.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19
Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
Benefits:
Annual leave: UNHCR staff members holding a temporary 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: 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):
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Desired languages
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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:
Supply Management Service (SMS) is one of the three services of the Division of Emergency, Security, and Supply (DESS). The incumbent will be under the direct supervision of the Senior Supply Officer in Charge of International Order and International Transport Management within the Supply Transactional Section (STS). The incumbent is expected to have the following additional experience and competencies, among others listed in the standard job description:
Assist in coordinating emergency supply interventions, including the procurement of CRIs to support emergencies and UNHCR regular operations.
Implement specific supply and logistics activities in coordination with the relevant country operations and regional bureau, ensuring cost-effective order/delivery management, through price/lead-time analysis / secondary bidding.
Ensure that adequate supply chain procedures and practices are in place worldwide.
Oversee the monitoring and tracking of orders from start to end, identifying and reducing bottlenecks.
Ensure timely placement of CRI orders for global stockpiles, as part of replenishment activities
Monitor and follow up on contract management for FAs for CRIs.
Actively contribute to greening initiatives aimed at improving the sustainability of CRIs. Advise on item composition, sourcing and packing.
Contribute to the quality assurance of UNHCR items under global frame-agreement.
Work closely with various internal stakeholders (Bureaux, Divisions, Representatives, Supply staff, etc.) and external counterparts (air, sea, road transport suppliers, UN agencies, implementing partners, etc.)
The position requires sound experience in emergency logistics, as well as contract and vendor management. Knowledge of sustainable sourcing would be an asset. Cross-functional skills are also essential.
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.Additional Qualifications
SkillsIT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures, SC-Warehouse Management, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsInstitute of Purchasing and Supply - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration
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Additional Information
Functional clearanceThis position requires Functional Clearance