Procurement Senior Analyst - UN Web Buy Plus

Entry Mid Logistics & Procurement

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

Under the guidance of the Team Lead of UN Web Buy Plus, the Procurement Analyst is responsible for effective procurement and supply chain management of equipment from UNOPS electronic catalog UN Web Buy Plus as well as supporting in the business development activities raising awareness of the possibilities UN Web Buy Plus can offer to different internal or external partners globally or regionally.

Functional Responsibilities

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

• Provide high quality UN Web Buy procurement services, covering proactive follow-up, 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. clients, suppliers and freight forwarders.
• Actively engage, with support from corporate resources, in the implementation of innovative offerings involved with complex commodities including 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.
• Manage oral/written response to queries from the donor and its stakeholders regarding UN Web Buy matters.

Independently manages & processes quotations, final purchase orders & vendors in oneUNOPS (ERP) and the electronic catalogue (UN Web Buy Plus)

• Manages creation/modification of quotations from UN Web Buy, creation of contract documents from UN Web Buy templates where required, obtaining of client acceptance,ensuring of funds through the different payment channels,handling pre-Shipment Inspection cases, i.e. filling in of documents, issuance of invoices and communication with inspection agencies for orders which are not exempt from this inspection.
• Create Purchase Orders in UN Web Buy from established long-term agreements & place orders with suppliers.
• Creation of Purchase Orders in ERP, seeking approval and budget checking, screening of supplier invoices for correctness, creation of receipts and monitoring of payments with finance department
• Corresponds with suppliers concerning availability of products, technical queries etc
• Corresponds with freight forwarders concerning freight rates and logistics
• Handles vendor performance management and procurement cases
• Ensures all transactions and activities are in full compliance with UNOPS rules, regulations, policies and strategies;
• Performs, when required, secondary bidding exercise specially for freight, coordinating all aspects of bid/proposal evaluation award and negotiation, where required
• Records all steps to ensure full transparency and accountability, follow up and trouble-shooting with logistics issues, processing of insurance claims, coordination of customs clearing problems

Development and follow up of business opportunities:

• Contributes and supports the development and implementation of the UN Web Buy Plus business strategy
• Proactively engage on a regular basis with internal or external partners of UN Web Buy Plus to identify potential growth of procurement volumes on new commodities and contact new potential partners to offer Web Buy services. Share activity reports, establish SOPs and SLAs where required
• Maintain and develop contacts and business opportunities within users of the solution, monitor communications, follow-up activities and proposal of new solutions available in the catalogue

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

• 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
• Identify opportunities for integration of new categories to the existing catalogues
• Participate in ad-hoc procurement activities and perform other related duties as required.

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. 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 master’s degree preferably in logistics, procurement, public administration or related areas is required. A first-level university degree (Bachelor's or equivalent), preferably in logistics, procurement or related areas may be accepted in lieu of masters, with an additional 2 years of experience.CIPS Certification or equivalent is desirable.

b. Work Experience

Essential:

• Minimum of 2 years of working experience is required in procurement and/or supply chain management and/or administrative support services with UN and/or other international organizations.
• Experience in handling international logistics and Incoterms 2020
• Proven experience in management of delivery of products on a global scale is required.

• Experience in the usage of computers Google Suite and knowledge of spreadsheet and database packages as well as experience in handling web-based management systems is required.

• Familiarity with the UN WebBuy Plus platform is a definite advantage.

c. Languages

Fluency in English and French are required. Knowledge of Spanish or other UN official languages is desirable.

Contract type, level and duration

Duty station: The incumbent will be based in Copenhagen for the first year. After this period we could consider having the applicant based at another locations where UNOPS has a presence, and where basing the role there could be beneficial for the organization.

Contract type: International ICA

Contract level: IICA-1 Contract duration: 1 year, renewal subject to availability of funds

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.

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Added 5 days ago - Updated 12 minutes ago - Source: jobs.unops.org