Org. Setting and Reporting

This position is located in the United Nations Verification Mission in Colombia (UNVMC) in Bogota. The Acquisition Planning Officer reports to the Chief Supply Chain Management Section. The position leads and coordinates the planning, development and management of the acquisition process for various services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, stationery and office supplies, furniture and fixtures, accommodation and office equipment etc.), taking into account different sourcing options, including global and regional systems contracts, local market conditions, logistics forecasting, inventory holdings in situ or elsewhere under DFS management (other missions, GSC etc), supply schedules, and ongoing assessment and prioritization of operational supply chain requirements. The position also leads contract management activities in the Mission and provides an oversight role over the management and good functioning of service contracts. Provides support to technical units in the development of statements of work for contracts, resolution of disputes, quarterly evaluation of contractor performance, capacity-building in contract administration related areas etc.

Responsibilities

Within delegated authority, the Acquisition Planning Officer will be responsible for the following duties: • Oversees work plans and supervises staff; establishes priorities and sets performance goals for staff; recommends and coordinates training programs; actively engages in management of duties’ performance and ensures the provision of management, guidance development, training, constructive feedback, performance evaluation and appraisal, and provision of administrative support and other management functions to staff in his/her area of responsibility; • Coordinates with the mission support centre regarding strategic mission objectives and mission priority projects requiring support in terms of materials and services; • Coordinates with technical units (former Self Accounting Units (SAUs)) their projected demand ahead of budget formulation in order to establish the mission’s annual demand plan (i.e. draft acquisition plan) based on mission priorities; • Analyses budget projections and demand plans from technical units through review of stock holdings, consumption patterns, procurement· cycle times, requirements and forecasts of internal and external customers; • Coordinates with UN Global Service Centre (UNGSC) and/or UNHQ regarding the submission of the mission’s demand plan as input for the consolidated global acquisition plan; • Integrates and monitors the implementation of the Mission Acquisition Plan; Coordinates with UNGSC and/or counterparts in other Missions on items availability prior to making decision to acquire new items either for replacement or additional requirement; • Develops strategies and design innovative solutions, in coordination with Procurement Section, for implementation of the Mission Acquisition Plan, taking into account different sourcing options, including global and regional systems contracts, local market and other conditions, logistics forecasting, inventory holdings, consumption patterns, supply schedules, and ongoing assessment and prioritization of operational supply chain requirements; • Serves as a senior acquisition planning expert with responsibility for the development and management of the acquisition plan of various services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, office supplies, furniture and fixtures, accommodation and office equipment, security services etc.), service contracts requirements and maintenance plans of assigned services, taking into account the different procurement methods, lead times and sourcing options available to the Mission; • Plans, develops, reviews and evaluates internal controls over acquisition activities and support functions; • Provides expert advice to officials of substantive and technical units periodically on the progress of acquisition activities and detailed status of implementation of the acquisition plan, including a full range of procurement and other supply chain issues encountered, providing them with support and guidance at all stages of the procurement cycle, and oversees the preparation of the quarterly review for submission to UNGSC and DFS; • Interacts regularly with internal stakeholders to review changing priorities and emergencies and establishes approaches for adjustments; • Liaises with other components of the Mission as appropriate to ensure an efficient and cohesive approach to managing areas of mutual interest; • Oversees programmatic/administrative tasks necessary for the functioning of the Section, including review of cost estimates from technical units, monitoring performance parameters and critical indicators and reporting on work programme performance; • Develops, reviews, evaluates and upgrades mission policies and procedures governing the acquisition planning and requisitioning process, Standard Operating Procedures (SOPs), guidelines and instructions governing the procurement process, including delivery and payment (Procure to Pay). Ensures the periodic review and maintenance of same; • Undertakes research and analysis in order to develop formal recommendations to management with respect to issues involving the Mission supply chain and makes recommendations to improve its efficiency to ensure optimal use of resources and cost-effective logistics support to all stakeholders; • Provides expert guidance and direction to new/junior staff; • Supports Technical Units in the management of critical, complex, high value contracts and maintains oversight of other contracts, instigating that technical units perform an efficient monitoring of contract periods, expenditure tracking and NTE consumption, performance monitoring and reporting through Contract Performance Reporting Tool (CPRT) and the Instant Feedback System (IFS). Contract close-out. • Supports the development and implementation of operational plans, standard operating procedures (SOPs), initiatives and projects relating to contract compliance and performance management; performs risk management assessments bi-yearly; collect BI to ensure effective and efficient approach to contracting; • Supports the procurement process including providing input to statement of works/requirements, assist in the development of technical evaluation criteria and guidance during contract drafting; • Helps to develop a quality assurance plan to provide a systematic method to evaluate services and products; • Resolves conflicts/performance issues arising in cases of poor performance or noncompliance with contractual obligation by either party to the contract; • Provides training programs in contract management related areas when capacity building needs are detected; • Performs other related duties as required.

Competencies

Professionalism: Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Leadership: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Education

Advanced university degree (Master’s degree or equivalent) in supply chain management, business administration, public administration, logistics, procurement or a related field is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Certification in Project/Programme Management methodology by an accredited body (i.e.,PMP, PGMP, PRINCE2 Agile Foundation Project Management certification or practitioner level) is desirable. Certificate in Public Procurement – Chartered Institute of Procurement and Supply (CIPS) level 4 or equivalent is desirable. Certificate in SCOR-P is desirable. Certificate in Data Analysis tools and/or in Business Intelligence is desirable. Training in the Supply Chain Planning Tool and Demand Planning is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible experience in supply chain management, logistics, acquisition planning, contract management, procurement, or related area is required. Experience in supply chain or logistics in an international environment is desirable. Experience with MRP (Materials Requirements Planning), ERP (Enterprise resource planning) , e.g. SAP, ECC (ERP Central Component), or SRM (Supplier Relationship Management) in the areas of production planning, scheduling, inventory control, procurement and logistics processes is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required, and fluency of Spanish is an advantage.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff, as per the Secretary General´s Gender Parity Strategy. Female candidates are strongly encouraged to apply for this position. #United_for_Gender_Parity Candidates interested to work for the United Nations Verification Mission in Colombia may wish to check out our Realistic Job Preview videos to get an idea of the living and working conditions in different duty stations in Colombia.: https://www.youtube.com/playlist?list=PL-8SCkVjg-e3073SwTDG1VQf1oLTWfUQ4 Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. For this position, applicants from the following Member States, which are unrepresented or under-represented in the UN Secretariat as of 31 August 2024, are strongly encouraged to apply: Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, China, Cuba, Democratic People’s Republic of Korea, Dominica, Equatorial Guinea, Germany, Grenada, Guinea-Bissau, Hungary, Indonesia, Israel, Japan, Kiribati, Kuwait, Lao People’s Democratic Republic, Libya, Liechtenstein, Malta, Marshall Islands, Micronesia (Federated States of), Monaco, Nauru, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Republic of Korea, Saint Lucia, Saint Vincent and the Grenadines, Sao Tome and Principe, Saudi Arabia, Singapore, Solomon Islands, Somalia, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.