Org. Setting and Reporting

This position is located in the Procurement and Asset Management Section (PAMS), Executive Office (EO) of the Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva, which is the part of the United Nations Secretariat responsible for bringing together humanitarian organizations to ensure a coherent response to emergencies and natural disasters. OCHA also ensures there is a framework within which each organization can contribute to the overall response effort. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies, advocate the rights of people in need, promote preparedness and prevention and facilitate sustainable solutions. This position specific job opening is being advertised for the position of Senior Procurement Assistant in the Procurement and Asset Management Section (PAMS), Executive Office (EO) at OCHA Geneva, the incumbent will report to the Team Leader Procurement Officer and Chief of PAMS.

Responsibilities

Within delegated authority and depending on location, the Senior Procurement Assistant at this level may be responsible for the following duties: • Plan procurement actions for assigned projects, some of which are highly complex: – Review, record and prioritize purchasing requests, obtain additional information and or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services and how to develop the Source Selection Plan in order to ensure the implementation of Best Value for Money principal through discussions and negotiations with sections and other clients. – Prepare and finalize Source Selection Plan. – Post tender requirement in the tender tool for Request for Proposal (RFPs) and Invitation to Bid (ITBs). – Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved. • Compile and present procurement data for presentations and/or report monitoring: – Follow up with sections to expedite the process of technical evaluation. – Submit upon initial screening technical proposals to the requisitioner or the Technical Evaluation Criteria (TEC) for technical evaluation. – Prepare and analyze abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible. – Prepare presentations for review and clearance by Chief Procurement Office (CPO) and present to Local Committee on Contracts (LCC) and / or Headquarters Committee on Contracts (HCC) in respect of all proposed contract awards exceeding the Procurement unit’s authority and obtain recommendation for approval from the Contracts Committee (LCC and/or HCC). • Draft and issue Contracts; and post-award financial management: – Draft Service/Project Contracts, Lease Agreements, Blanket Purchase, Amendment to the Contract and BPA’s, Prepare Statement of Awards, ensure that Contracts/BPO are timely renewed. – Withing delegated authority, approve contracts for the purchase or rental of services; supplies; equipment or other requirement up to the delegated procurement authority. – Resolve issues/problems related to delivered goods / rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received. – Monitor purchase orders (PO) and contracts to ensure timely delivery of goods and services. Raise Change Order if required; – Follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action. – Maintain relevant internal database and files, keeps track of any contractual agreements and informs the clients and end users of contractual rights and obligations, monitor deadlines, taking appropriate and timely action to ensure timely delivery. • Procurement Unit management’s support: – Act as backup whenever is required to ensure continuity. – Perform other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. • PLANNING & 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. • ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent. A certificate of procurement or Contract management training is desirable.

Job – Specific Qualification

Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or equivalent is required.

Work Experience

A minimum of ten (10) years of progressively responsible professional experience in procurement, administrative services or related area is required. The minimum number of years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. At least three (3) years of direct firsthand procurement experience in acquisition of strategic, high-value and of complex scope of goods & services from worldwide sources and for diversified clients in multiple countries is required.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English is required. Fluency in French is desirable. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.

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.