Procurement Officer

Org. Setting and ReportingThis position is located in the Office of the Representative, Regional Office for Eastern Africa (ROEA) in Nairobi (Kenya), Division for Operations (DO) of the United Nations Office on Drugs and Crime (UNODC). The Procurement Officer will work under the overall supervision of the Representative, in close coordination with the Deputy Regional Representative and Head of Operations and under the direct functional guidance of the Chief, Procurement Unit (PU) of the United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC) located in General Support Section (GSS), Division for Management (DM) at Vienna headquarters. For more information on UNODC, please visit www.unodc.org. ResponsibilitiesThe incumbent is expected, upon request, to support other UNODC offices and Global Programmes in the Africa and Middle East region where UNODC operates. Within assigned authority the Procurement Officer will provide the following specific duties: • Serve as Procurement Officer and contracting expert with responsibility for the procurement of technically and legally complex actions of a wide variety of supplies and services; plan, develop and manage all procurement and contractual aspects of projects related to procurement of diverse services and commodities (e.g. information technology, specialized electronic equipment and instruments, medicines, safety and security equipment, including personal protective equipment, food goods, building maintenance materials, office supplies, furniture, construction, refurbishment, fuel, office lease etc.), taking into account local economic and other conditions; manage and support the procurement work of the Regional Office for Eastern Africa (ROEA). • Guide, support, undertake quality assurance check and coordinate ROEA buyers and procurement Focal Points in each ROEA pillar of work by analyzing and evaluating procurement requests and ensuring appropriateness of technical specifications. Organize staff development activities and develop ROEA specific institutional procurement procedures, workflows, standards and criteria for the evaluation of goods, services, supplier capacity, etc. • Drive the negotiations with senior supplier representatives; develop and prepare complex contracts for procurement of non-routine and technologically advanced commodities or long-range services; long term agreements; issue international tender invitations; evaluate responses to tender, and make recommendations for finalization of purchases and award of contracts; sign procurement orders up to the authorized limit, and, in cases where the amount exceeds authorized signature authority, prepare submissions to the Contracts Committee for review and subsequent approval by the authorized official. • Plan, develop and manage all procurement activities related to UNODC construction projects. • Formulate strategies and design innovative solutions to resolve issues/conflicts for complex procurement projects, particularly of construction projects in cooperation with the UNODC architect, engineer and other experts. Liaise closely with the National authorities in conforming with local construction laws. • Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc. • Establish approaches for negotiations and conduct or coordinate all phases of negotiations with all concerned parties, including the negotiation of disputes arising from contracts. • Manage the preparation and implementation of procurement according to the rules of the United Nations Secretariat. When applicable lead the preparation of procurement to be processed by others, including the United Nations Office at Nairobi (UNON) and the United Nations Development Programme (UNDP) according to UNDP rules and regulations. • Lead the discussions within the UN system in the context of Business Operating Strategy (BOS) aims at increasing the number of established Long-Term Agreements to support UNODC. • Develop and deliver procurement related training to a wide audience, including project team, buyers and managers. Offer coaching and guidance on procurement related matters. • Analyze and evaluate procurement requests and ensure appropriateness of technical specifications. • Provide substantive inputs for streamlining procurement process as well as support implementation of various initiatives undertaken by the UN Secretariat. • Develop procurement templates and prepare standard operating procedure as appropriate. • Manage, as appropriate, the preparation of accurate and timely reports of procurement activities in ROEA. • Monitor and manage all auditing of procurement activities ensuring recommendations are responded to appropriately and are in conformity with compliance rules. • Lead the implementation of Enterprise and Corporate tools mandated by the Organization to enhance productivity and improve overall operations. These tools may include the Procurement Tracker, the e-tendering tool (Ariba), the Instant Feedback System (IFS) and the Contract Performance Reporting Tool (CPRT). • Monitor various corporate dashboard to ensure compliance with Procurement KPI. • Provide guidance to, and may supervise, new/junior staff. • Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting • Perform other work-related duties as required. CompetenciesProfessionalism: Has knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for highly complex and technologically advanced goods and services. Has knowledge of contract law and expertise in handling complex procurement and contract issues. Has knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing. Is able to shape and influence agreements with requisitioning units and vendors. Has ability to apply technical expertise to resolve a range of complex and/or sensitive issues/problems. Is able to develop procurement policies, procedures and new programmes. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationAn advanced university degree (Master’s degree or equivalent) in business administration, public administration, commerce, engineering, law or a related field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. A CIPS Level 4 Diploma in Procurement and Supply is required. Job - Specific QualificationA CIPS Level 4 Diploma in Procurement and Supply is required. Work ExperienceA minimum of seven years of progressively responsible professional work experience in procurement, contract management, administration or related area is required. Work experience in using Enterprise Resource Planning (ERP) systems is required. Work experience in SAP (Umoja) is desirable. Work experience with high value procurement of construction services is desirable. Work experience in supporting decentralized clients in field operations is desirable. Work experience in supporting procurement needs for project-based clients is desirable. Work experience in managing a team is desirable. Work experience within the United Nations system or another international organization is desirable. Experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise and a competency-based interview. Special NoticeThis post is financed from extra-budgetary resources. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Nairobi is classified in the B category (family duty station). United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.