Org. Setting and Reporting

The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region. This position is located in the Procurement Unit, in the Division of Administration. The incumbent reports to the Procurement Officer and the Chief of Procurement Unit.

Responsibilities

Under the direct supervision of the Procurement Officer and overall supervision of the Chief of Procurement Unit, the incumbent will be responsible for the following duties: 1. Coordinate and performs various actions related to procurement work, which includes reviewing, recording and prioritizing purchasing requests and obtaining additional information / documentation, as required; provides advice / guidance to requisitioners in preparing scope of work and specifications of goods and services as well as technical evaluation criteria; proposes product substitutions consistent with requirements to achieve cost savings. 2. Liaises extensively with staff in the Unit in identifying and recommending sources of procurement; coordinates market research. Review and conduct analysis of ESCAP and UN clients’ procurement statistics, trends, client feedback, audit findings and recommendations and develop and propose comprehensive business improvement strategies for the ESCAP Procurement Unit. 3. Oversees and, when required, performs the preparation of tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved. Supervises and assigns and reviews the work of more junior staff 4. Provides expert assistance in and performs, when needed, the preparation of abstracts of offers, compilation of data contained in quotations, proposals and bids to ensure that selected suppliers can deliver the required goods / services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. 5. Enters into negotiation of terms and conditions of orders and contracts for approval by the Procurement Officer; obtains credit and other information on proposed suppliers. 6. Provides assistance in the finalization of purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, coordinates the preparation of necessary documents for submission to the Contracts Committee for review and subsequent approval by the authorized official. 7. Coordinates with the Contract Manager to resolve issues / problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged good received. 8. Monitors the maintenance of relevant internal databases, files, and any contractual agreements, direct provisioning contracts, etc.; informs affected users of contractual rights and obligations. 9. Oversees the process of research, retrieval and presentation of information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as provides guidance in obtaining specifications for new products and equipment on the market. 10. Support coordination of handover of contracts from the Seismic Mitigation Project (SMP) Team to the Facilities Management Unit (FMU) from a Procurement standpoint, handle and resolve questions related to Contract Terms and Conditions, expiration of contracts, potential extensions, Not to Exceed Amounts (NTE), and other procurement related queries. 11. Support the Chief Procurement Officer and ESCAP Procurement Unit in inter-agency activities related to procurement, namely implementation of harmonized procurement services and elaboration of proposals/analysis of requirements for inter-agency LTAs, introduction of joint procurement for the UN Agencies in line with the Mutual Recognition under the UN reform. 12. Support deployment of UN Supply Chain Planning Tool (SCPT). Consolidate, analyze and incorporate data into the Supply Chain Planning Tool and liaise with colleagues from various offices at various levels. 13. Performs other related duties as required.

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. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. 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.

Education

High school diploma or equivalent is required. The first-level university degree is desirable.

Job – Specific Qualification

Professional certification such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) is required.

Work Experience

A minimum of ten years (or eight years if graduated with a first-level university degree) of progressively responsible experience in procurement, contract management, contract administration, logistics/supply chain management and/or related functions is required. Demonstrated experience in collaborative procurement of goods/services that serve the common needs of multiple organizations such as UN Entities is required. Demonstrated experience in participating in inter-agency working group or similar network which involves multiple organizations such as UN Entities is desirable. Supervisory experience is desirable. Experience working with a Systems, Application and Products (SAP) system or another Enterprise Resource Planning (ERP) system is desirable. At least one year of experience in data analytics for Supply Chain and/or Procurement or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants for GS and related positions may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They must be authorized to work in the country regardless of where they live at the time of applying for the job opening. 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. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. This post is funded from extra budgetary resources. The initial appointment is for a period of one year. Extension of appointment is subject to satisfactory performance and availability of funds.

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.