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Échéance

30 Novembre 2016 Il y a 4 ans

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Détails de l'opportunité

Domaines concernées par cette opportunité: Emploi
  • Posting Title: Procurement Specialist
  • Job Code/Title: PS/66870/ Procurement Specialist
  • Level/Grade: P5
  • Duty Station: NEW YORK/FRANCE/ Bangkok,/Lebanon,/Geneva
  • Posting Period: 28th September, 2016 – 30th November, 2016.

Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Under the overall guidance of Deputy Director of DMA and under the direct supervision of the Chief of Procurement Section, the Procurement Specialist provides operational and transactional support and effective delivery of procurement services to UN-Women headquarters and Regional/ Multi-Country and Country Offices. The incumbent is primarily responsible for the planning, implementation and managerial oversight of the functional areas ensuring consistency in service. The Procurement Specialist promotes a collaborative, client, quality and results-oriented approach and work in close collaboration with internal and external stakeholders both at Headquarters and field levels for the successful delivery of procurement services.

Duties and Responsibilities

Summary of Key Functions:

  • Implementation of procurement and operational strategies;
  • Procurement planning and efficient management of procurement processes;
  • Contracts and Agreements management;
  • Provide procurement support to headquarters and Regional/ Multi-Country and Country Offices and clients;
  • Knowledge building and knowledge sharing.

Description of Functions:

Ensure effective and efficient implementation of procurement and operational strategies, focusing on achievement of the following results:

  • Full compliance of procurement activities with UN-Women regulations, rules, policies, and internal control mechanisms; Proper functioning of a client-oriented procurement management system;
  • Initiate and lead strategies to ensure effective implementation of procurement activities in headquarters and Regional/ Multi-Country and Country Offices, including sourcing strategy, quality management, customer relationship management, e-procurement introduction and promotion, suppliers’ performance measurement. Analysis of business requirements and formulation and implementation of proposals for increased transparency, accountability cost reduction;
  • Implementation of the internal control system to ensure that contractual modalities are prepared, approved and processed and administered in a timely manner;
  • Support Procurement Section in all activities aimed at enhancing business processes, such as improving existing documents/templates or developing new ones where necessary;
  • Identify opportunities for innovation in transaction processing; Contribute to business process mapping and elaboration of internal Standard Operating Procedures (SOPs)
  • Plan procurement actions for acquisition for a range of goods and services, of varying complexity, and/or establishment of Long Term Agreements (LTA’s), focusing on achievement of the following results: Prepare, implement and monitor procurement plans for Headquarters, monitor goals, objectives and achievements and regularly update stakeholders and clients;
  • Oversee the preparation and consolidation of headquarters and Regional/ Multi-Country and Country Officesprocurement plans and monitor their implementation;
  • At an institutional level, consolidate business requirements in order to identify the need for establishment of strategic/long term agreement;
  • Assist clients in the development of technical specifications, Terms of Reference, Scope of Works.
  • Conduct market research to keep abreast of market developments; Develop and manage the rosters of suppliers, improve systems for supplier selection, evaluation, quality and performance measurement;
  • Lead procurement activities using specific procurement methods (Shopping, Micropurchasing, Request for Quotation, Invitation to Bid, Request for Proposal etc.);
  • Lead the logistical aspect of procurement activities to ensure safe deliveries of goods and services are validated according existing procurement policies and procedures
  • Formulate strategies and design innovative solutions for complex procurement projects. Ensure proper Contracts and Agreements administration, focusing on achievement of the following results: Ensure adherence to proper contractual modalities in the headquarters and Regional/ Multi-Country and Country Offices;
  • Manage existing LTAs, establishment of new LTAs through effective management of UN-Women Procurement Plans; In consultation with the Legal Adviser, assist in negotiating, drafting, and reviewing terms and conditions of contractual modalities favorable business terms for UN-Women;
  • Record and maintain all contracts and agreements details (organization-wide) to ensure real-time data availability to all stakeholders;
  • Assist clients in resolving business or contract related issues to ensure smooth contract fulfillment; Manage effectively stakeholder relationship (vendors and clients);
  • Assist clients to implement measures to ensure effective contract management, including timely follow-up to ensure Contracts and/or Agreements are extended and/or fresh bidding exercises are undertaken as required for business continuity.
  • Provide procurement services to headquarters and Regional/ Multi-Country and Country Offices and clients , focusing on achievement of the following results: Lead and/or conduct procurement for headquarters and Regional/ Multi-Country and Country Offices which includes but not limited to: Defining needs;Select best method and type of solicitation: Issue Invitation To Bid/Request For Proposal/Request For Quotations; Receipt, opening, and evaluation of offers in close ‘collaboration’ with stakeholders; Recommendation for awards and obtaining the necessary approvals; Issuance of contracts/purchase orders; Contract administration (including process of payments, suppliers performance evaluation etc.);

Logistics

  • Proper filing for audit trail on behalf of UN-Women Headquarters stakeholders;
  • Monitor product developments and deadlines and integrate Supply Chain stakeholders;
  • Conduct market research to keep abreast of market developments Facilitate exchange of information on a variety of procurement process and transaction issues to clients;
  • Record all stages of procurement process to ensure full transparency and accountability;
  • Maintain up-to-date knowledge of relevant market developments, reports preparation;
  • Analyze the procurement needs and historical procurement data;
  • Keep headquarters and Regional/ Multi-Country and Country Offices informed of relevant market and practice developments. Ensure knowledge building and knowledge sharing focusing on achievement of the following results:Enhance staff capacity and learning skills through coaching, training, mentoring, and other innovative measures;
  • Contribute with practical cases and examples to the development and maintenance of procurement related regulations and rules, procedures, systems, tools and learning initiatives aimed to facilitate the business requirements of UN-Women and capacity building of personnel;
  • Synthesis of lessons learned and best practices in procurement;
  • Supplement the operational capacity of Procurement Policy Support Unit as and when required.

Impact of Results:

The key results have an impact on the execution of the procurement services management by the Procurement Section in terms of quality and accuracy of work completed. Accurate data entry and procurement information, presentation of information and client-oriented approach enhances UN-Women Procurement capacity as an efficient service provider to its client.

Competencies

Core values and Guiding principles:

  • Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
  • Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work. Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

  • Ethics and Values: Demonstrate and safeguard ethics and integrity.
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
  • Development and Innovation: Take charge of self-development and take initiative. Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication.
  • Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
  • Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge. Appropriate and Transparent
  • Decision Making: Demonstrate informed and transparent decision making.

Functional Competencies:

Knowledge Management and Learning:

  • In-depth knowledge on development issues;
  • Ability to advocate and provide policy advice;
  • Actively works towards continuing personal learning and development in one or more functional areas, acts on learning plan and applies newly acquired skills;
  • Operational Effectiveness;
  • Ability to lead procurement processes using ‘best practice’ procurement methods, tools and approaches (including RFQ, ITB and RFP);
  • Strong research and analytical skills to develop tools, methods and approaches to support improved practices and business processes;
  • Ability to introduce strategic procurement approach to procurement planning and implementation including sourcing and contract management Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
  • Sound grasp of developing and preparing technical and legal contracts; managing and coordinating negotiations with all interested parties including in relation to contract disputes and claims.

Management and Leadership:

  • Focuses on impact and result for the client and responds positively to feedback;
  • Leads teams effectively and shows effective communication and conflict resolution skills;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates strong oral and written communication skills;
  • Builds strong relationships with clients and external actors;
  • Remains calm, in control and good humored even under pressure;
  • Excellent team leadership spirit; solid experience in the management of people and systems in high-pressure environments;
  • Demonstrates openness to change and ability to manage complexities;
  • Advance knowledge of ERP (Enterprise Resource Planning) system (PeopleSoft or equivalent) and knowledge of IPSAS. Behavioral:Demonstrates strong interpersonal, team-based and presentational skills in a multicultural, multidisciplinary and multi-sectorial environment;
  • Demonstrated negotiation skills to facilitate negotiations of LTAs;
  • Strong networking skills to ensure effective collaborative relationships between UN-Women and other UN agencies and with a diverse range of clients and suppliers.

 

Critères d'éligibilité

  • Master’s Degree or equivalent in Business Administration, Public Administration, Operations, Supply Chain Management, or related field
  • Procurement Certification from International recognized institutions (e.g. CIPSChartered Institute of Purchasing & Supply) is an asset.
  • A minimum of five years of progressively responsible experience in procurement, contract management, supply chain management or related area.
  • Experience in ERP (Enterprise Resource Planning) system (PeopleSoft or equivalent) and IPSAS is desirable. Field experience is an advantage.

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