ACQUISITION PLANNING OFFICER

Contract

This is a FS-6 contract. This kind of contract is known as Field Service. It usually requires 10 years of experience, depending on education. More about FS-6 contracts and their salaries.

Org. Setting and Reporting

This post is located in the Acquisition Management Unit of the United Nations Interim Administration Mission in Kosovo. The Acquisitions Management Unit coordinates the Mission’s demand planning, development, and management of the acquisition process for various services and commodities while considering suitable sourcing options, including global and regional systems contracts, local market conditions, logistics forecasting, determining inventory management policies, supply schedules, and prioritisation of operational supply chain requirement. The Chief of the Acquisition Management Unit reports directly to the Chief of Supply Chain Management.

Responsibilities

Within the limits of delegated authority, the Chief Acquisition Management Unit will be responsible for the following duties: • Prior to the budget formulation, liaise with the technical units, former Self Accounting Units (SAUs) to prepare their projected demand in order to establish the mission's annual demand plan (i.e. draft acquisition plan) based on mission priorities; • Manages the Acquisition Management Unit; administers, monitors and tracks the upstream aspects of the mission's supply chain to ensure that a continuous supply of goods and services are available to meet operational requirements, and monitors overall supply chain plans, including demand and source plans in the strategic, tactical and operational time horizons. • Oversees work plans and supervises staff; establishes priorities and sets performance goals for staff; recommends and coordinates training programs; actively engages in the management of duties performed and ensures the provision of leadership, guidance development, constructive feedback, performance evaluation and appraisal, and provision of administrative support and other management functions to staff in his/her area of responsibilities; and, provides expert guidance and direction to new and/or junior staff. • Monitors the implementation of the supply chain plan and ensures timely actions are taken to raise the relevant requisitions (shopping carts and service entry sheets) for goods, services and freight enabling efficient and effective procurement actions to be completed • Coordinates with global/local integrated business planning stakeholders and Supply Chain Planning Tool (SCPT) oversight bodies regarding strategic mission objectives and priority projects requiring support in materials and services. • Coordinates with the technical sections/units the projected demand ahead of budget formulation to establish the Mission's annual supply chain plan (SCPT) and acquisition plan based on the mission priorities through a review of stock holdings, consumption patterns, procurement cycle times, requirements, and forecasts of internal and external customers. • Coordinates with the UN Global Service Centre (UNGSC) and /or UN Headquarters regarding the submission of the Mission's supply chain plan (SCPT) as input for the consolidated global acquisition plan. • Integrates and monitors the implementation of the Mission Acquisition Plan; Coordinates with UNGSC and/or counterparts in other Missions on the availability of items before deciding to acquire new items either for replacement or additional requirements. • Develop strategies and design innovative solutions, in coordination with the Procurement Section, for implementation of the Mission Acquisition Plan, considering total value and cost of ownership (TVO/TCO) in sourcing options, including global and regional system contracts, the local market and other conditions, logistics forecasting, inventory holdings, consumption patterns, supply schedules, and ongoing assessment and prioritization of operational supply chain requirements. • Serves as a senior acquisition planning expert with responsibility for the development and management of the acquisition plan of various services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, rations, fuel, construction and building maintenance and materials, office supplies, furniture and fixtures, accommodation and office equipment etc.), including demand and acquisition planning improvement initiatives and coordination of transportation requirements, service contracts requirements and maintenance plans of assigned services, taking into account different procurements methodologies, lead times and sourcing options available to the Missions. • Plans, develops, reviews, and evaluates internal controls over acquisition activities and support functions. • Provides expert advice periodically to officials of substantive and technical units on the progress of acquisition activities and detailed status of implementation of the acquisition plan, including a full range of encountered procurement and other supply chain issues, providing them with support and guidance at all stages of the procurement cycle, and oversees the preparation of the quarterly review for submission to UNGSC and UNHQ. • Interacts regularly with internal stakeholders to review changing priorities and emergencies and establishes approaches for adjustments; • Liaises as appropriate with other components of the Mission to ensure an efficient and cohesive approach to managing areas of mutual interest. • Develops, reviews, evaluates, and upgrades mission policies and procedures governing the acquisition planning and requisitioning process, Standard Operating Procedures (SOPs), guidelines and instructions governing incoterms, and the procurement process, including delivery and payment. • Undertakes research and analysis to develop formal recommendations to management with respect to issues involving the Mission supply chain and makes recommendations to improve its efficiency to ensure optimal use of resources and cost-effective logistics support to all stakeholders. • Prepares integrated, timely and accurate reports to monitor and track all aspects of the Mission supply chain to ensure an uninterrupted supply of goods and services so as to meet operational requirements; • Performs other related duties as required.

Competencies

Professionalism: Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, in particular acquisition planning, procurement and logistics processes. Proven analytical skills, including the ability to research, analyse data, develop recommendations and plans, as well as review and edit the work of others. An ability to apply various United Nations rules, regulations, policies and guidelines in work situations. Ability to develop and apply supply chain management procedures and programs. Ability to use judgment in applying technical expertise to resolve complex and/or sensitive issues. Shows pride in work and 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 complex 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 work areas. Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed. Planning and Organising: 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. Managing Performance: Delegates the appropriate responsibility, accountability and decision- making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

High School Diploma (or equivalent) 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.

Work Experience

A minimum of ten (10) years of progressively responsible experience, including at least three years at the international level in supply chain management, logistics, procurement, administration or other related areas relevant to acquisition planning and the requisition process in an international environment, is required. The minimum years of relevant experience is reduced to 5 years for candidates who possess a first-level university degree. Experience in planning, managing or supporting supply chains in complex, volatile, conflict or post-conflict settings is desirable. Experience working with SAP SCPT (Supply Chain Planning Tool), Budget Planning and Consolidation (BPC), ECC (ERP Central Component), and SRM (Supplier Relationship Management) or similar is desirable. Practical experience in carrying out data analyses, understanding of statistical forecasting techniques and models to interpret the outcomes accurately is desirable. A minimum of five years of supervisory experience in handling and managing supply chain or logistic management functions in a large international organisation or UN field mission is desirable.

Languages

French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) 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. 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.

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. 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 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.