ACQUISITION PLANNING ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting This position is located in the Property Management and Inventory Section, Acquisition and Requisition Unit of the United Nations Mission in South Sudan (UNMISS) within the Supply Chain Management Service, Juba. The Acquisition Planning Assistant will report to the Chief of Acquisition and Requisition Unit.

Responsibilities The incumbent participates in the business processes for acquisition of various services and commodities (e.g. information technology and communications equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationary and office supplies, accommodation and office equipment etc.) in accordance with the Mission Net Demand Plan as approved in the Supply Chain Planning Tool (SCPT) to support the mission mandate.

Within delegated authority, the Acquisitions Planning Assistant works with the HQ Supply Chain Planning Team prior to budget formulation to review and complete the Mission Gross Demand Plan leading to finalization of Net Demand and updates the Plan as per feedback from HQ and TUs and in line with approved Budget and Mission Priority Projects (MPP).

Through the utilization of the Supply Chain Planning Tool (SCPT), facilitates the collation of UNMISS Demand Acquisition Plan (DAP) by coordinating and liaising with Technical Units (TUs) in the process for the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures, providing valid justifications for under/overspending.

Liaises with relevant sections with respect to the status of implementation of the Net Demand Plan as approved in the SCPT and assists in the preparation of quarterly progress reports providing updates regarding the implementation of the mission's acquisition plan and timely submission thereof to UNGSC.

Actively participates in the Global Integrated Business Plan (IBP) meetings with UNGSC-UNHQ OSCM to address emerging issues, provides feedback, reconciles deviations, and makes relevant analytical reports for IBP and internal consumption..

Develops and delivers statistical analysis, standard business intelligent reports and recommendations to the Chief of the Section.

Produces timely and actionable information which helps drive business results and guides decision making process.

Devises and promotes effective analytic models and creative data visualization to derive actionable intelligence and enable management decisions.

Liaises on all logistics needs in each mission location and assists in monitoring and tracking all aspects of the Mission's supply chain to ensure that a continuous supply of goods and services are available to meet operational requirements.

Assists in forecasting the logistics requirements in the near and medium terms based on changing priorities and emergencies as related to the Mission Priority Plan and provides advance information of such requirements to the concerned stakeholders.

Monitors mission requisitions of the assigned categories to ensure purchase requests are based on forecasted Net Demand Plan as assigned in the SCPT.

Liaises with counterparts in other Missions and/or UNGSC on items availability prior to making decision to acquire new items either for replacement or additional requirement.

Oversees the extraction of spent data and generation of expenditure reports from computerized information system databases, including Umoja.

Performs preliminary analysis of the extracted data and the reports generated, through review of stock holdings, consumption patterns, procurement cycle times, requirements and forecasts of internal and external customers, and highlights areas of concern for the attention of the Acquisition Planning Officer in order to ensure timely decision-making and minimize potential supply chain gaps.

Reviews acquisitions actions and monitors status of acquisition processes for all commodities and services of assigned categories including a full range of procurement and other supply chain matters and identifies ways to overcome obstacles when delivering goods. This includes liaising with mission technical units on the planning and coordination of transportation requirements, service contract requirements and maintenance plans of assigned services, Consolidation of inbound deliveries, ensuring that adequate lead times and sourcing options are taken into account in all requisitions.

Implements the mission policies and procedures, Standard Operating procedures (SOPs), guidelines and instructions governing the acquisition planning and requisitioning process.

Actively participates in the Global Integrated Business Plan (IBP) meetings with UNGSC-UNHQ OSCM to address emerging issues, provide feedback, reconcile deviations, and make relevant analytical reports for IBP and internal consumption.

Liaises with TUs to implement SCPT process developments and global business strategy coming from UNGSC-UNHQ OSCM and regularly communicates with IBP team and takes proactive actions to resolve issues raised.

Assists Substantive Sections in the preparation of requirements for their Programmatic Activities (PA) in terms of Goods and Services under the Mission Demand Plan. Reviews PA sourcing documents, raises commitments as a Buyer in Umoja (POs and SCs creation), and liaises with Substantives Focal Persons on their commitments’ issues, including vendor registration.

Supports Substantive Sections on documentation for obtaining Goods and Services and initiates payment process in Umoja for Goods and Services delivered.

Conducts workshops and training of Substantive staff on the effective utilization of PA funds aimed at meeting the Mission’s targets on funds commitments.

Supervises and provides work direction and guidance to junior acquisition planning assistants and national GS staff; manages and coordinates the activities in his/her area of responsibility.

Performs other duties as required.

Competencies Professionalism: 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.

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.

Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education High School or equivalent diploma is required.

Job - Specific Qualification Technical or vocational certificate in at least one of the following areas is required: logistics, supply chain management, business administration and procurement or related areas.

Relevant training in SCOR-P and SCPT is desirable.

Work Experience A minimum of eight (8) years of progressively responsible experience in supply chain, inventory management, logistics, procurement, administration, or related area is required.

Experience providing logistics and supply chain support services in a volatile, conflict or post conflict environment is desirable.

Experience in BI, Power BI and SCPT. Experience in sourcing, cleaning, and preparing data, selecting and developing visualizations/metrics that enable easy communication/interpretation by the users is desirable

Experience in Data Integration is desirable.

Experience working with Enterprise Resource Planning (ERP) systems or similar in the areas of scheduling, inventory control, procurement, and/or logistics processes is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, Fluency in oral and written English is required.

Assessment Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.

United Nations Considerations According 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 Fee THE 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.