Location:

Copenhagen, Denmark
Salary:

negotiable / YEAR
Job type:

FULL_TIME
Posted:

3 weeks ago
Category:

Procurement, Supply and Logistics
Deadline:

10/10/2024

JOB DESCRIPTION

About the Surge Mechanism

At UNOPS, the Surge Mechanism is the quick mobilization and deployment of highly experienced personnel and specialized experts to reinforce an office’s capacity during periods of immediate needs. Surge is characterized by its urgency and short-duration commitment in high-risk situations. In collaboration with other business units, the Surge Team, managed by the Surge Coordinator, is leading the growth of the Surge Mechanism at UNOPS.

Today, the Surge Mechanism is focused on providing 4 areas of support:

Operational Support: Filling urgent and unforeseen gaps
Diagnosis: Undertaking analyses and developing action plans.
Turnaround: Providing support in internal crises, working to get current projects or processes back on track.
Emergency Response: Responding to humanitarian and external crises.

Job-Specific Information

As Procurement Specialist, you will be assigned to surge assignments 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.

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.

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. 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 Surge Coordinator.

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.

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.

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:

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 mechanism.
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 is considered an asset.

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.

Contract type, level and duration

Contract type: ICA
Contract level: I-ICA-2
Contract duration: Open-ended, 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

UN City in Copenhagen – short presentation:
https://www.youtube.com/watch?v=oF25xfMW0KQ

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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.

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.