Procurement and Supply Chain Analyst

Peace and Security Cluster

Background Information - PSC Syria Project Unit

The PSC Syria Project Unit operates as an integral part of Peace and Security Cluster structure. The Head of the PSC Syria Project Unit reports to the PSC Director who provides direction and guidance. S/he is responsible for planning, implementing, monitoring, supervising and closing all projects in the country in order to support substantive partners in delivering its mandate. 

In Syria, PSC’s partner is the United Nations Mine Action Service (UNMAS), and UNMAS’ representative in-country is the Chief of Mine Action Programme (CMAP). The CMAP is therefore the HPU’s primary stakeholder. UNOPS PSC and UNMAS have developed a delineation of responsibilities, using a RACI responsibility matrix to define who is Responsible, Accountable, Consulted and Informed. The HPU is expected to work in close cooperation with the CMAP, ensuring that, in substance, the Syria mine action programme operates as one integrated team.

Operating under the mandate of Security Council resolution 2165 (renewed in 2017 with SCR 2393), UNMAS deployed the Syria Response Programme (SRP) at the request of the Deputy Regional Humanitarian Coordinator in August 2015 and subsequently activated the Mine Action Sub Cluster under the Protection Cluster to address the impact of explosive hazards within Syria. UNMAS is the lead agency for the Mine Action Sub Cluster for the Syria Response. Established in Damascus since 2018, following the signature of a Memorandum of Understanding (MoU) with the Syrian Arab Republic, UNMAS strives to expand humanitarian mine action in Syria, with the aim to respond to high humanitarian needs. This includes humanitarian mine action activities prioritized in the Humanitarian Response Plan (HRP) for Syria: risk education, victim assistance, survey and clearance.

The conflict in Syria has been characterized by the extensive use of explosive weapons which resulted in large scale explosive hazard contamination, with the presence of diversified types of ordnance. According to the Humanitarian Needs Overview (HNO) 2021 for Syria, 10.3 million people live in communities reporting explosive ordnance contamination; men, women, and children, are exposed to the threat of grave injuries and death on a daily basis. Millions of people live with a permanent disability and new conflict-related trauma cases lead to thousands of permanent disabilities requiring long-term and multi-dimensional support.

Under the guidance and direct supervision of the head of procurement section, the Procurement and Supply Chain Analyst supervises or is a team member of the Procurement and Logistics Unit, responsible for effective delivery of procurement services in order to obtain the best value for money.
He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement and supply chain Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

Summary of Key Functions 

The Procurement and Supply Chain Analyst  will support in the following activities:

• Transactional Procurement Support Services

• Assist in the management of procurement processes

• Process requisitions/procurement and sourcing 

• Facilitate knowledge building and knowledge sharing

1. Support the implementation of operational strategies focusing on achievement of the following results:

• 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.

• Contribute to the establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.

2. Manage and guide  procurement processes to:

• Provide timely and duly prepared procurement plans for the office and projects and monitoring of their implementation.

• Support the monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulation.

• Draft documentation for  submissions to the Contract and Procurement Committee (CPC) and Advisory Committee on Procurement.

• Disseminate of contract advertisement and awards. 

• Maintain contracts files, activities and statistics.

• Ensure  Purchase orders are duly prepared and dispatched in accordance to UNOPS rules and regulations. Timely corrective actions on POs with budget check errors and other problems.

3. Ensure introduction and implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Maintain the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;

• Manage e-procurement contract modules and keep the contracts updated, where necessary.

4. Ensure facilitation of knowledge building and knowledge sharing in the Organization:

• Support the organization of training for the operations/ projects staff on Procurement.

• Synthesis of lessons learnt and best practices in Procurement.

• contribute to knowledge networks and communities of practice.

Logistics: 

• Arrange customs clearance of imported supplies, materials, and equipment.

• Manage all inbound and outbound shipments. 

• Coordinate with shipping agencies and suppliers to ensure collection of goods and storage in line with INCOTERMS set in the purchase orders.

• Ensure all items held that have a limited shelf life are turned over (used or consumed) regularly.

• Ensure all stores and equipment held by the project are stored safely, correctly, and securely depending upon the item classification.

• Keep track of all sub-equipment accounts to ensure that there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.

• In coordination with the Head of Procurement,  assist in preparing logistical reports and asset returns. Ensure that the project’s office premises and equipment/furniture are maintained. 

• Assist the project’s vehicle fleet management, including movements, maintenance/repairs, fuel supply, accident reports, inclusion in UNOPS global third party insurance, etc., and manage rental of vehicles and ensure proper insurance coverage.

Education 

• Bachelor’s or equivalent in Finance, Commerce, Business Administration, Economics or related field with two (2) years of relevant experience 

Experiences

• Relevant experience at the national or international level in providing Procurement services.

• Procurement and contract management desired.

• Evaluation of bids & handling of proposals required.

• Experience in management of long term agreements required.

• Knowledge of UNOPS procurement rules & regulations desired.

• Clear understanding of logistics and shipping terms (INCOTERMS, demurrage, warehousing methods, pre-shipment inspection) as well as procurement and supply chain management is required.

• Google suite and ERP/SAP systems are desired.

Languages

• Fluency in English (writing, reading and speaking) is required.

• Fluency in Arabic (writing, reading and speaking) is required.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type: ICA

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.