All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRs core values of professionalism, integrity and respect for diversity.
Duties:
Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
Conduct market surveys, identify, assess and select potential vendors.
Ensure high quality standards for goods and services procured by UNHCR by developing and maintaining specific internal control and self-evaluation criteria/procedures.
Apply UNHCR's sourcing and procurement strategy when planning for purchase of important commodities and services.
Review the requisitions, specifications and required delivery.
Prepare the tendering documents (Request for Proposals, terms of references) ensuring that the bidding process is in line with the established UN/UNHCR Financial Rules and Procedures and procurement regulations and guidelines.
Analyse bids, prepare/review financial evaluation and coordinate the entire evaluation process.
Manage negotiations with suppliers, develop and prepare contracts for procurement of goods and services by defining terms and conditions, ensuring best quality/delivery terms and pro-active management of associated risks.
Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
Manage the vendor related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date.
Support tender processes and manage the preparation of proposals for award of contracts to the relevant Committee on Contracts.
Conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to requestors and vendors.
Guide the offices should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
Coordinate with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Carry out the procurement action to contract Financial Service Providers (FSP).
Advise operations and colleagues on partner procurement multifunctional team role and Partner Procurement Qualification processes and requirements.
Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the UNHCR Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
Ensure accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
Provide guidance to Field Operation on a variety of procurement matters.
Liaise, as appropriate, with the requesting units at HQ and in the field, to provide procurement advice on relevant policies and procedures and clarify terms of reference/specifications.
Ensure effective information flow in the supply chain.
Disseminate and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
Implement practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined and monitors the project execution against the plans and takes action when actual implementation deviates from plans.
Manage staff performance and coordinate procurement activities ensuring broad understanding and adherence to the relevant and prevailing procurement rules and procedures.
Perform any other responsibility relevant for this function.
Minimum Qualifications:
Education & Professional Work Experience
Years of Experience / Degree Level
For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree
Language Requirements:
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
