Procurement Officer, Global Fund/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

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.

We employ more than 6,000 personnel and on behalf of our partners create thousands of more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.

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, UN Web Buy Plus and wambo.org.

Under the guidance of the Advisory Services Portfolio based in Geneva, the UN Web Buy Procurement Officer, Global Fund, is responsible for effective case management of orders for equipment received through wambo.org against UNOPS electronic catalogues. 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 and supports outreach efforts through high-quality services and a client-oriented attitude.

Functional Responsibilities

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) as well as all Standards Operating Procedures (SOPs) set within UNOPS or with the client.

Purpose and Scope of Assignment: 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. ● 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 the progress of delivery; ● Support the portfolio manager and the team by preparing inputs for quarterly and annual reports on performance. ● Work closely with the 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 the management of the partnership; ● 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. 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

Education

A first-level university degree (Bachelor's or equivalent), preferably in Logistics, Procurement, Development, Business administration or related area is required.

A 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 or procurement certification is an asset.

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 2010, with proven experience in the management of the delivery of products on a global scale. Experience in the usage of computers and office software packages (Google Suite / Microsoft Office applications) and knowledge of spreadsheet and database packages as well as experience in handling web-based management systems.

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

Languages

Fluency in spoken and written English is required.

Fluency in French, Spanish or other languages is desirable but not mandatory.

Competencies

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. 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

1. Contract type: Individual Contractor Agreement (ICA)
2. Contract level: International ICA Level 1
3. Contract duration: The position is until 31 December 2021 and is renewable subject to organizational requirements, availability of funds and 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

***************This position is based in Switzerland and the contract fee is not exempt from Swiss laws, including but not limited to laws regarding taxation, social security, accident and health insurance.***************

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
• 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.