Procurement Officer, Global Fund - UN WebBuy +

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 contracts.

Background information- ECR

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR operates global portfolios from offices in Geneva and country-specific programs from its operations and project centers located in Eastern Europe and Central Asian countries.

Background Information - Job-specific

In June 2015, UNOPS and the Global Fund to Fight Aids, Tuberculosis and Malaria have signed a Memorandum of Understanding (MOU) to facilitate the use of the UNOPS UN Web Buy Plus procurement platform and services by the Fund’s principal recipients globally for the order of a range of products. The offering includes all types of vehicles, ranging from soft skin vehicles or motorcycles to

ambulances and refrigerated trucks, solar appliances, warehouse handling equipment or energy solutions such as generators, or health sector solutions such as prefabricated modular buildings, mobile health units or biosafety laboratories. In 2018, UNOPS and the Global Fund agreed to further their collaboration and facilitate orders from Principal recipients through the online integration of their two e-commerce environments, wambo.org and UN Web Buy Plus.

Under the guidance of the Advisory Services Portfolio based in Geneva and in collaboration with the Team Lead, UN Web Buy Plus, the UN Web Buy Procurement Analyst, Global Fund, is responsible for effective procurement and supply chain management of equipment from UNOPS electronic catalog UN Web Buy Plus. S/He manages and ensures the provision of efficient and timely procurement and contract administration support services to the Global Fund to Fight Aids, Tuberculosis and Malaria and its grant recipients globally. The procurement Analyst is in touch with a vast range of stakeholders at the Global Fund Secretariat and in countries. S/he supports the development of a tailored UN Web Buy offering catering the needs of the project’s and outreach efforts.

The incumbent will alternatively be based in Copenhagen with the UN WebBuy Team or in Geneva, where the Advisory services portfolio (Global Fund-focused) is located, and will undertake occasional missions as needed. S/he will primarily report to the Advisory Services portfolio of the Geneva office, with functional linkages to headquarters entities, in particular to the UN Web Buy Plus team, as required by the functions.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. S/he complies with the UNOPS Procurement Manual and UNOPS Financial Rules and Regulations (FRR).

The position will be based either in Geneva, Switzerland or Copenhagen, Denmark in agreement with the work requirement.

Functional Responsibilities

Provide timely, effective and accurate customer service and maintain relationships with clients:

• Provides high quality UNWebBuy procurement services to clients the Global Fund to Fight Aids, Tuberculosis and Malaria (GFATM) and its grant recipients through proactive follow-up, development of technical specifications and Incoterms in cooperation with clients, applying any corrective measures to ensure that customers’ expectations are met.
• Monitor timely delivery of goods, trouble-shooting on logistics issues. Coordinate custom clearing issues and last-miles delivery services where applicable. In order to ensure timely delivery, the Procurement Analyst actively engages with the supply chain stakeholders, i.e. grant recipients, suppliers and freight forwarders.
• Actively engage, with support from corporate resources, in the implementation of innovative offerings involved with complex commodities, such as installation services and on-site training of grantees.
• Maintain and nurture customer relationships; Proactively assist clients with queries and concerns, provide prompt solutions; escalate operational issues to the clients. Manages oral/written response to routine queries from the donor and its stakeholders regarding UN Web Buy Plus matters.

• Supports Global Fund recipients in the creation of quotations in wambo.org/UNwebbuy Plus.

  Manage processes in UNOPS and Global Fund platforms

• Act as focal point and reviewer in the wambo.org approval chain;

• Create Purchase Orders in UN Web Buy Plus and OneUNOPS from established long-term agreements and place orders with corresponding suppliers;
• Manage supplier relationship, provide UNOPS representation including effective communication with existing and potential suppliers; monitor suppliers’ performance & compliance, escalate where necessary.
• Support the portfolio manager in the project management processes and provide inputs required in related platforms, including support to amendment of engagements, review of project budgets and Output-based reporting; follow up as needed on IPAS approvals;
• Contribute to elaboration of procurement specifications, or to the conduction of procurement processes, as may be required from time to time, to support the expansion of catalog demanded by the client;

Contribute to the continuous improvement in procurement operations and development of UN Web Buy Plus and its integration with Wambo:

• Report bugs, correct data where required and continually support further development of working tools and enhancement of platform integration, as may be required;
• Keep abreast of developments in OneUNOPS, UN Web Buy and other systems;
• Support the creation and revision of Standard Operating Procedures (SOPs) to ensure continuity and consistency of processes

Report on services to the Global Fund and contribute to partnership management:

• Enter data in the UNOPS internal project management dashboard to facilitate workflows and extraction of analysis for financial monitoring;
• As requested by the donor, upload Track and trace data in Global Fund platforms to report on progress of delivery;

• Support the portfolio manager by preparing inputs for quarterly and annual reports on performance.

• Work closely with the Global Fund Portfolio to ensure that purchase orders and payments are properly recorded under the project concerned;

• Share feedback received from the Global Fund and its grantees with the Global Fund portfolio, to support management of the partnership;
• Share demand received from clients, that is currently not in the current UNOPS offering, for further analysis and potential development of new products.
• Participate in meetings with clients in Geneva to report on activities conducted or discuss new needs.
• Escalate risks and issues in a timely manner.

Perform other related duties as required by the portfolio manager, in support to Un WebBuy Plus operations or other projects.

The incumbent may be asked to supervise, with support from the portfolio manager, an intern who will support certain daily tasks within the project.

Impact of Results:

• UNOPS improves its performance against the Key Performance Indicators (KPIs) set by the donor;
• Equipment is delivered on cost, in time and as per quality requirements; solutions are found promptly when issues arise
• Quality project data, including payment reconciliations, is maintained and facilitates extraction of all types of reports
• UNOPS offering and outreach are enhanced through proactive relationships with the clients.

Monitoring and Progress Controls :

Weekly team meetings with the portfolio team and constant interaction with the Portfolio manager on results, through collaborative online tools. Issues and risks are discussed as they arise.

Quarterly joint analysis of progress of activities as part of project milestones, to support further quarterly Quality Assurance and Business review meetings with the client.

Education/Experience/Language requirements

a. Education

• A first-level university degree (Bachelor's or equivalent), preferably in logistics, procurement or related area is required. Secondary School Diploma or equivalent with a combination of 2 additional years of relevant past experience may be accepted in lieu of a university degree.
• CIPS Certification or equivalent is desirable.

b. Work Experience Essential:

• Minimum of 2 years of working experience is required in procurement and supply chain management and administrative support services with UN or other international organizations. Sound understanding of logistics and Incoterms 2010, with proven experience in management of delivery of products on a global scale. Experience in the usage of computers and office software packages (MS Office 2003 and or newer versions) and knowledge of spreadsheet and database packages as well as experience in handling web-based management systems and Peoplesoft.

• Familiarity with the UN WebBuy Plus platform is a definite advantage. Knowledge of the Global Fund and of wambo.org is an asset.

c. Languages

Fluency in English is required. Knowledge of French or other UN languages is desirable.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: International Individual Contractor Agreement (LICA)

Contract level: IICA-1 / ICS-8

Contract duration: Ongoing

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.