PROCUREMENT OFFICER (Quality Assurance)

Org. Setting and Reporting

This position is located in the Contract Management and Quality Assurance Sub-Unit, Procurement and Contracts Unit, Purchase and Transportation Section, Central Support Services, Division of Administration, in the United Nations Office at Geneva. The incumbent reports to the chief of Unit.

Responsibilities

Under the general supervision of the Chief of the Procurement and Contracts Unit, the incumbent is responsible for managing the quality assurance sub-Unit and its work in relation to the procurement process at the UN Office at Geneva. To this end, the main duties of the incumbent are: - Drafts and establishes procurement quality assurance Standard Operating Procedures, Operating Guidelines, procedures, templates and implements quality assurance standards, as well as evaluates the adequacy of the standards. - Ensures and coordinates maintenance and timely updates of electronic tools used along the procurement process (such as PCU portal tools, etc.) - Reviews processes and practices in place, identifies areas for improvements to ensure compliance with the UN Financial Rules and Regulations, UN Procurement Manual, Delegation of Procurement Authority - DPA, other applicable rules, as well as best Chartered Institute of Procurement and Supply (CIPS) practices. - Sets up internal workflows and templates to efficiently implement any policy updates. - Leads periodic and ad-hoc assessment of procurement workflow in Procurement and Contracts Unit (PCU); promptly informs management of any significant procurement-related strategic and operational risks or problems, takes action and follows up on decisions made. Coordinates integration of risk management into PCU processes and templates, trainings and other initiatives and assists in their implementation. - Collects, compiles, analyses procurement data to issue procurement reports and to identify areas of improvement, proposes changes in the internal procurement workflows and practices, coordinates implementation of such changes. - Supports Responsible Contract Management Staff (RCMS) with customized briefings on selected procurement and contract management topics, drafts and proposes contract management templates, tools to facilitate adequate contract implementation, promotes use of Key Performance Indicators (KPIs) for vendors’ evaluation, other projects to support RCMS in contract management function. - Coordinates and supports on-site audits conducted by internal and external auditors, evaluates audit findings and implements appropriate corrective actions. Documents audits and other quality assurance activities. - Ensures adequate cost-recovery reporting on procurement services. Responds to reporting enquiries from various stakeholders, as delegated and requested by Chief PCU. - Performs other duties as assigned.

Competencies

Professionalism: Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. Knowledge of contract law and expertise in handling complex contract issues. Knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing. Ability to shape and influence agreements with requisitioning units and vendors. Ability to apply technical expertise to resolve a range of issues/problems. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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.

Education

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

Job - Specific Qualification

A diploma level 4 from the Chartered Institute of Procurement and Supply (CIPS) or equivalent is required.

Work Experience

A minimum of five years of progressively responsible experience in procurement, quality assurance, commercial law, (vendors’) contracts management, risk management, or related area is required. Experience in practicing commercial law and as a buyer is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Fluency in French is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

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.