Standard Job Description
Assistant Procurement Officer Organizational Setting and Work Relationships The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office. The incumbent normally reports to the Supply Officer or Procurement Officer. In the Country Operation s/he normally reports to the Head of Office, to the Representative or the Deputy Representative (Operations) at the same level as the Programme and Administration functions. S/he directly supervises general service staff. The Assistant Procurement Officer conducts and/or support the procurement activities in a timely and cost-effective manner in conformity with UN/UNHCR¿s procurement rules and regulations. In Bureaus and Country Operations, s/he maintains regular contact with other UN agencies, NGOs, government partners and commercial contractors in the area of responsibility to facilitate all procurement activities. As and when required, the incumbent will provide procurement functional advice to other units under the respective area of responsibility and assist in drafting (frame) agreements. The incumbent will assist in the development of complex goods and services contracts, will manage vendors, define clear terms and conditions and ensure best value for money. S/he will also assist the Head of Unit, Field Procurement in identifying and managing associated risks. S/he takes part in the development of effective procurement strategy, in cooperation with requesting units, leveraging sustainability, social, economic, environmental and/or climate considerations in support of SDG12. S/he reviews and/or drafts procurement cases to be presented to the HQ’s Committee on Contracts and takes part in the development of effective procurement strategy, in cooperation with requesting units. As and when required, the incumbent will provide procurement functional advice to UNHCR organizational units under the respective area of responsibility and assist in drafting frame agreements, some of them of complex nature, and in providing inputs to the upgrade of operating systems/tools as well as on procurement policies and procedures. The Assistant Procurement Officer maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organisations within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if, as and whenever necessary. 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 UNHCR¿s 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. In the Regional Bureaux – Support Country Operations in implementing procurement strategies based on requirements, risks and emergency context. – Assist country operations in achieving full compliance with rules & regulations in all Procurement activities. – Track global Procurement KPIs for the region and assist in preparation of regional ones, as required. – Track the progress of specific operations and provide guidance that ensures timely implementation. – Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers. – Assist Country Operations in MSRP management within the AoR. – Coach and advise clients and procurement colleagues as/if requested. – Act as first case clearer for RCC submissions by interacting with the CO whilst preparing a first draft of Statement of Recommendation for secondary review purpose. – Ensure timely green light processing and customs clearance of consignments. – Facilitate training of procurement staff and assist in coaching and advising individuals on procurement matters as requested. – Support the analysis of country financial reports and work with the senior staff to address areas relating to procurement aspects of operations. – Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs. – Support the work of the Regional Contracts Committee (RCC) through compiling and reviewing documents for RCC meetings, taking minutes, communicating decisions. In the Country Operations – Ensure effective support to procurement activities. – Procure goods and services in accordance with UNHCR rules and regulations as well as country-specific SOPs. – Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures. – Take part in vendor evaluation and preparation of submissions to relevant CoCs. – Organize training sessions and workshops. – Ensure timely green light processing and customs clearance of consignments. – Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain. – Depending on the size of the Operations, review and clear procurement cases for the relevant procurement authority. – Perform other Supply related duties as required. 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 Field(s) of Education Business Administration, Engineering, Logistics, Supply Chain Management, International Commerce or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS; (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Proficient knowledge in effective and efficient procurement of goods and services, with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service-oriented manner. A combination of good technical and effective soft management skills including the ability to effectively negotiate and communicate is a requirement. Good understanding on applying International Commercial Terms (INCOTERMS), experience in international transport arrangements by air, sea and land including basic understanding on customs clearance formalities, cargo specific requirements (i.e. dangerous goods, temperature-controlled goods, etc) and basic packaging / palletization requirements. Desirable Experience and working knowledge of ERP systems, ideally of UNHCR¿s MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Other UN procurement and logistics training ¿ such as IAPSO and UNPD. Functional Skills SC-UN/UNHCR Procurement Rules and Procedures IT-Computer Literacy SC-PeopleSoft Supply Chain Management SC-Supply Planning SC-Customs clearance SC-Logistics SC-Warehouse Management (Functional Skills marked with an asterisk* are essential) 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. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile
The Senior Supply Assistant works under the supervision of Supply Officer. The Branch Office Lusaka plays a crucial coordination role in supporting refugees across the operation in Zambia. A total of 10,851 individuals (2,922 families) voluntarily repatriated to the Democratic Republic of Congo between December 2021 when the first phase of the repatriation began and January 2023. Preparations are underway to assist a small number of Congolese repatriate in 2023. Approximately 3,000 refugees have expressed their wish to return home to the DRC in the next two months. Between 1 January and 31 August 2023, a total of 8,592 individuals were registered in the database. These comprised birth registrations, new arrivals and in-situ registrations. Of the 8,592, some 4,124 were new arrivals with the majority from the DRC. From 1 January to 31 August 2023, some 1,552 individuals have cumulatively been submitted to various resettlement countries for resettlement consideration. 673 individuals have departed on resettlement so far this year to different countries.
Completion of UNHCR learning programmes or specific training relevant to function of the position such as the Supply Chain Learning Programme (SCLP) – not mandatory but will be considered as an advantage, certificate of institute of purchasing & supply, Fritz Humanitarian Logistics, Logistics.
Essential: Experience in procurement, experience in customs formalities and experience in logistics, transport and warehousing
Required languages (expected Overall ability is at least B2 level):
IT-Computer Literacy, SC-Customs clearance, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures, SC-Warehouse Management
Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): International Commerce, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Supply Chain Management
Institute of Purchasing and Supply – Other
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration
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• Candidates must be legally present in Zambia
• Candidates may be required to sit for written test and oral interview
• UNHCR is committed to diversity and inclusion within its workforce
This position doesn’t require a functional clearance