Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-05-01
Job Posting End DateApril 29, 2024
Standard Job Description
Procurement Associate
Organizational Setting and Work Relationships
The Procurement Associate manages and supports 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. The incumbent may supervise some support staff. The incumbent maintains regular contact on a working level on routine 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, implement and monitor procurement activities assigned within the geographical area covered while exercising efficiency in the use of the available 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.
- Liaise with relevant clients, prepare short, mid and long-term procurement plans.
- Examine purchase requests to ensure conformity and liaise with requesters when necessary.
- Prepare and issue Requests for Quotation as well as formal tender documents, when and if required.
- 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.
- Liaise with relevant suppliers and address inquiries within the AoR.
- Provide information on all procurement activities within the AoR.
- Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
- 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.
- Oversee and provide guidance on procurement 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.
- Disseminate and promote UNHCR's global policies, standards and guidance on procurement management.
In the Regional Bureaux
- Track global Procurement KPIs for the region 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.
- Administer contracts set up at Bureau level and update the vendor performance evaluation in consultation with the Contract Manager
- Ensure vendor information are accurately encoded in the Enterprise Resource Planning (MSRP);
- Contribute to the elaboration of the procurement plan for the Regional Bureau.
- Assist Country Operations in MSRP management within the AoR..
- Assist in coaching and advising clients and procurement colleagues as/if 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 implementation of rules, instructions and operating procedures communicated from HQ to Country Offices. Organize training sessions and workshops.
In the Country Operations
- Ensure local liaison to effectively support procurement activities.
- 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.
- 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 G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Supply Chain, Procurement, Administration, Business Administration,
Economics, Law, Engineering Trade,
Marketing, or a related field
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Procurement, Supply Chain Management and/or relevant experience
Desirable
Other UN procurement training - such as IAPSO and UNPD.
Functional Skills
SC-Supply Planning
SC-Public procurement
SC-Fleet Management
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Customs clearance
SC-Logistics
SC-Warehouse Management
SC-Asset 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 Procurement Associate's role entails managing orders and contracts for Global Frame Agreements within the Supply Transaction Unit's order management team. This involves close collaboration with the Emergency Supply Unit, Quality Assurance Unit, CRMU, and Procurement Section in HQ SMS/DESS. Responsibilities include placing orders, conducting secondary bidding, evaluating the performance of Global Frame Agreement holders, and ensuring accurate Purchase Order placement for goods through secondary bidding processes within the Order Management Unit's portfolio.
Experience in a supply chain environment with experience in transactional work will be required.
Experience in data analytics within supply chain operations is recommended.
Experience in the Procurement Rules and Procedures of the United Nations, private sector, and/ or other comparable international organizations is recommended.
Experience in contract administration (amendments, extensions, and renewals) is desirable.
Ability to multi-task and prioritize work schedules
Ability to work under pressure
Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.
For G6 - 3 years relevant experience with High School Diploma; or 2 years 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.
G6 - Salary range: NET 587,586 HUF - NET 688,996 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 Procurement Associate is a member of the Supply Transactions Unit of the Supply Operational Support Section of Supply Management Service (SMS). S/he is responsible for international order management of goods and services under Frame Agreements established by HQ Procurement Service, with the supervision of the Assistant Procurement Officer in close collaboration with the unit members.
Daily activities, among others, involve placing purchase orders, order tracking, reviewing or conducting secondary bidding processes (SBPs) for HQ Frame Agreements, while ensuring filing and archiving of relevant procurement files and other relevant documents.
The staff member shall also contribute to proper and effective communication and cooperation with Requesting Functions on compliance with procurement processes and Standard Operating Procedures (SOPs) related to requisition raising, purchase order (PO) issuance and secondary bidding processes and other relevant tasks assigned that potentially will relate with transportation activities within the Supply transactions unit.
The staff member shall monitor requisitions versus contract and vendor data, coordinating with the Procurement Section (Contract Administrator) when updates and/or revisions are needed.
All the above activities and tasks shall be conducted in strict adherence to the applicable Procurement and Financial rules and regulations, as well as the overall DESS-SMS Strategy, including but not limited to UNHCR’s sustainability effort.
Close collaboration is required with all Requesting Functions and business owners within UNHCR (UN High Commissioner for Refugees), the international transportation team, and the supply Master Data Management Unit and suppliers.
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 notwithstanding 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
SkillsCO-Cross-cultural communication, CO-Drafting and Documentation, IT-Microsoft Excel, Microsoft Power BI, SC-Solicitation / Tendering, SC-Sourcing, SC-Supply Chain planning and strategy development, SC-UN/UNHCR Procurement Rules and Procedures, SC-Vendor/supplier management, SO-Critical Thinking and problem solving
Education
CertificationsAdministration - Other, Economics - Other, Engineering - Other, Law - Other, Logistics - Other, Marketing - Other, Procurement - Other, Supply Chain - Other, Trade - Other
Work ExperienceSupply/Procurement
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance