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 - 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, incinerators, 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, the Procurement Officer, UN WebBuy/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 Officer is in touch with a vast range of stakeholders at the Global Fund Secretariat and in countries. The incumbent will evolve in a complex online environment characterized by the integration of, and workflows between, three electronic platforms (with another set of additional platforms that are not interconnected) responding to different needs and logics, to satisfy the respective ordering processes of the Global Fund and UNOPS, facilitate seamless data flows and processes, and satisfy the respective reporting needs.

The incumbent will be based in Geneva, where the Advisory services portfolio (Global Fund-focused) is located, and will undertake occasional missions to Headquarters in Copenhagen 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).

Functional Responsibilities

Under the guidance and direct supervision of the Portfolio & Partnerships Manager, the Procurement Officer, will have the following key responsibilities:

Provide timely, effective and accurate customer service and maintain relationships with clients - Provide high-quality UN WebBuy procurement services to clients the Global Fund to Fight Aids, Tuberculosis and Malaria (GFATM) and its grant recipients through proactive follow-up on requisitions and orders received; - Take corrective action as needed to ensure swift delivery and best value for money; - Monitor timely delivery of goods in countries and ensure trouble-shooting on logistics issues ; - Coordinate custom clearing issues and last-miles delivery services where applicable. In order to ensure timely delivery, the Procurement Officer actively engages with the supply chain stakeholders, i.e. grant recipients, suppliers and freight forwarders, as well as key stakeholders at the Global Fund Secretariat ; - Proactively assist clients with queries and concerns, provide prompt solutions; escalate operational issues to the clients at the appropriate level. Manage oral/written response to routine queries from the donor and its stakeholders regarding UN Web Buy Plus matters ; - Support Global Fund grant recipients in the creation of quotations in wambo.org/UNwebbuy Plus.

Manage processes in UNOPS and Global Fund platforms - Act as a reviewer and case officer 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; draw receipts and invoices, and help reconcile funds received from the client(s); - Report on suppliers’ performance & compliance through the Supplier Performance Evaluation Tool, and escalate where necessary ; - Support the portfolio manager and the team by tracking and providing key information to support internal project management processes; - Performs small secondary bidding exercises as may be required from time to time ; - Reports on bugs and issues experienced in the online platforms, to help identify solutions.

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; - Share feedback received from the Global Fund and its grantees with the Global Fund portfolio, to support management of the partnership; - Escalate risks and issues in a timely manner.

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 performs adequately 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; - Project data entered in the platforms and in dashboards is accurate and allows for the preparation of reports or analysis; - UNOPS clients are satisfied.

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. Biweekly operational follow up meetings with the client and key Global Fund stakeholders. Quarterly and joint analysis of progress of activities as part of project milestones, to support further quarterly and annual Quality Assurance and Business review meetings with the client.

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.

Education/Experience/Language requirements

a. Education - A first-level university degree (Bachelor's or equivalent), preferably in logistics, procurement or related area is required. - CIPS Certification or equivalent is an asset.

b. Work Experience- 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 2020, 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,Google suite) and knowledge of spreadsheet and database packages as well as experience in handling web-based management systems. - Ability to perform a variety of procurement and supply chain-related tasks, in particular interacting with equipment suppliers and freight forwarders is required;

c. Desired Qualifications - Good knowledge of UNOPS procurement and financial rules and regulations and/or Global Fund grants. - Familiarity with the UN WebBuy Plus platform is an advantage. - Knowledge of the Global Fund and of wambo.org is an asset. - Strong IT skills; knowledge of several ERP systems is an asset. - Ability to manage multi-tasking in a fast-pace work environment with a multitude of stakeholders.

d. Languages - Fluency in French and English is required. - Fluency in Spanish is an advantage.

Contract type, level and duration

Contract type: International Individual Contractor Agreement Contract level: ICS8 / IICA1 Contract duration:Open-ended subject to organizational requirements, availability of funds and/or to satisfactory performance.

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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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 strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.