Procurement Specialist - Surge Capacity (re-advertisement)

Mid Senior Logistics & Procurement

Overview

Provide procurement support and solutions during surge missions

You have:

• An advanced university degree in Procurement and/or Supply Chain Management or related field is required.
• A minimum of 5 years of progressively responsible experience in public procurement is required.
• Fluency in English is required.
• Knowledge of French and/or Spanish is considered an asset.
• An internationally recognized certification in procurement and supply chain is an asset.
• Experience in managing procurement in the international development context is an asset.
• Current or prior experience in UNOPS is strongly preferred.
• Experience working in a developing country, conflict or post-conflict project management environment is a strong asset.

Contract

This is a IICA-2 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 5 years of experience, depending on education. More about IICA-2 contracts.

Background Information - IPAS

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS) serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the six practice areas of HR, Administration, Legal, Finance, Procurement, Project Management and Infrastructure. IPAS has three main roles:

Support to operations in the field offices: IPAS provides timely advice and supports actively finding of solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.

Business efficiency: IPAS recommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs.

Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

Faced with recurring demands for such services, IPAS established the Surge Mechanism at the end of 2021 to meet the needs of UNOPS’ country offices. These needs include but are not limited to providing personnel for quick inception of new projects, supporting emergency responses, as well as covering gaps after unexpected departure of colleagues whose roles are critical to the operations of the office.

Background Information - Job-specific

As Procurement Specialist, you will be assigned to surge missions with the objective to support offices that require rapid procurement support, e.g. at the inception of a project, or cover a gap between recruitments following the unexpected departure of a procurement colleague.

As the face of IPAS in the field, you will be required to be a role model by leveraging a business partnering approach in every assignment. You will be responsible for providing implementation management and transactional support and capacity building , always with the aim of increasing quality, professionalism and creating efficiencies. Your work will focus on identifying challenges and providing innovative solutions to ensure high quality of procurement services across the organization. This also involves the use of data analytics to enable business decisions, for example by assisting country offices in the development of monitoring/planning tools for procurement activities. In the performance of your functions, you will benefit from expert technical advice from IPAS Procurement colleagues if/when needed.

While on assignment, your primary reporting line will be the Head of Support Service or other senior authority in the (Multi-) Country Office. You will have a secondary reporting line to the IPAS Surge Coordinator. You will be responsible for providing temporary procurement management and transactional support to ongoing or start-up projects, following UNOPS policies and guidelines. In this role, you will also advise on procurement matters, and highlight operational and compliance challenges to selected projects, whilst tailoring appropriate mitigation approaches.

Please note this vacancy primarily aims to establish a pool of qualified Procurement professionals interested in short-term assignments in various locations (see section "Contract type, level and duration"). The person in this position will be required to travel to different locations around the world, including hardship locations. Missions abroad may last for several weeks/up to a maximum of 3 months. Availability to travel is therefore a prerequisite for this position, even though some of the missions may be conducted remotely.

Functional Responsibilities

The functions/responsibilities/key results of this job description are generic and may not always be applicable, nor be comprehensive, for all missions. The specific tasks and deliverables for each assignment may vary and will be detailed in the terms of reference developed for each assignment by the requesting office/unit. This may include: job description are generic and may not always be applicable, nor be comprehensive, for all surge assignments.

1. Development and implementation of operational strategies
2. Management of procurement processes
3. Implementation of sourcing strategy and e-procurement tools
4. Team Management, when applicable

1. Development and Implementation of operational strategies

The incumbent ensures the elaboration and implementation of procurement and contracting strategies focusing on achievement of the following results:

• Undertaking procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in procurement, control of the workflows in the Procurement Unit for the Regional Office or Operations/Project Centre.
• Development and implementation of strategy and work plans in the country offices, including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• Implementation of strategic procurement in the country offices, including sourcing strategy, supplier selection and evaluation, quality management, supplier-vendor relationship management, e-procurement introduction and promotion, performance measurement. Leads and undertakes services in supply market intelligence and analysis.
• Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.

2. Management of procurement processes

The incumbent manages and guides procurement processes for field offices, focusing on achievement of the following results:

• Timely and duly prepared procurement plans for the office and projects and monitoring of their implementation.
• Implementation of proper monitoring and control of procurement processes including organization of Request for Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulation.
• Acting as Procurement Reviewer, including review and pre-clearance of solicitation documents, requests for awards and submissions to the Contracts and Property Committee (CPC).
• Management of procurement contracts, analysis of contract performance against agreed benchmarks and through agreed reporting mechanisms.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared, dispatched, the goods are received and the invoices are paid. Timely corrective actions on POs with budget check errors and other problems.
• Advice, remedial actions, or solutions to Programme Managers on issues.
• Establishment of Long Term Agreements (LTAs) and/or service contracts and other instruments, when necessary.

3. Implementation of sourcing strategy and e-procurement tools

The incumbent ensures introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
• Ensures that the e-sourcing module is used in accordance with UNOPS’ goals and standards in this area.

4. Team Management

When applicable, the incumbent leads, manages and facilitates the performance and service provision of employees supervised, including through work planning, coaching, performance management and development.

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. 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

Education - An advanced university degree (e.g. Masters) in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Accounting, Economics or other related field is required. - A first-level university degree (e.g. Bachelor) in combination with 2 additional years of relevant work experience may be accepted in lieu of the advanced degree.

Desirable: - An internationally recognised certification in procurement and supply chain is an asset. - Knowledge of UNOPS Procurement Rules and Regulations a distinct advantage.

Experience

Required:

• A minimum of 5 years of progressively responsible experience in public procurement, implementing policies and procedures to deliver a range of complex procurement programmes and services is required.

Desirable:

• A minimum of 2 years of experience in managing procurement in the international development context is a distinct advantage.
• Current or prior experience in UNOPS is strongly preferred given the nature of the surge capacity role.
• Experience in a UN Agency will be a strong asset.

• Experience working in a developing country, conflict and/or post-conflict project management environment would be a strong asset.

  Languages

• Fluency in English is required.

• Knowledge of French and/or Spanish is considered an asset.

Contract type, level and duration

General

Contract type: International Contractor Agreement Contract level: IICA-2/LICA-10/ICS-10 Contract duration: Several possible short-term full-time / part-time opportunities, subject to organizational requirements, availability of funds and satisfactory performance.

Modality

There are two contract options to consider in this vacancy announcement:

1. Full-time open-ended (no end date) contract, with Copenhagen as duty station (or home-based).
2. Short-term / part-time opportunities on home-based retainer contracts or similar.

When submitting your application, please specify in your cover letter which of the above two options you prefer.

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

More information on retainer contracts:

• The functions/responsibilities/key results of this job description are generic and may not always be applicable, nor be comprehensive, for all missions/assignments under this job title. The specific tasks and deliverables for each retainer assignment may vary and will be detailed in the terms of reference developed for each assignment by the requesting office/unit.
• Under this contract type, the assignments will vary in scope and duration - ranging from short term assignments of a few hours at a time to longer blocks of time (e.g. several weeks or months full time, and up to a year).
• Work may also vary with regards to the time zone / location. Whilst some assignments can be delivered working from home, some may require international travel.
• Whilst the successful incumbent can be based in different time-zones, they should be able and willing to ensure a degree of time overlap with the team they are working with.
• A retainer ICA does not accord any exclusivity to the Individual Contractor with respect to the Services listed in the job description. UNOPS shall have no limitation on its right to obtain Services of the same kind from any other source at any time.
• A retainer Individual Contractor Agreement (ICA) is issued for a period of time during which the services of the individual contractor may be required intermittently.
• A retainer ICA will specify a unit price (e.g. amount per day actually worked). For budgetary purposes, a monetary limit will be specified at the time the ICA is awarded and issued.
• UNOPS shall have no obligation to obtain any minimum quantity of Services from the Individual Contractor during the duration of the retainer ICA.
• Payment will be made only after completion of work (if any) or reaching agreed milestones.
• As a UNOPS ICA retainer, you are required to complete at least two (2) online courses upon signature of your contract and prior to commencing any retainer assignment related to Ethics and Integrity, the Prevention of Sexual Exploitation and Abuse. If you go on an official mission, you are required to complete an online course related to security awareness. These courses are available for free on UNOPS learning platform and shall be completed within the first three months following the contract signature, at no cost for UNOPS. UNOPS reserves the right to request a refresher of the mandatory courses is taken or newly promulgated mandatory courses are completed at no cost for UNOPS.

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.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• 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
• Retainer contracts may be offered to endorsed candidates.
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) at no cost to UNOPS, 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.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: jobs.unops.org