Administrative and Procurement Officer - P3
This position is located in the Administration and Procurement Unit, under the Division for Operations, in Geneva. The incumbent will report to the Chief of the Unit.
Within delegated authority, the Administrative and Procurement Officer will be responsible for the administrative and procurement activities at UNITAR by :
- Planning, developing, and managing all procurement and contractual aspects of projects related to UNITAR procurement of diverse services and commodities (e.g., information technology, electronic equipment and instruments, vehicles, medicines, foodstuffs, building maintenance materials, office supplies, construction, furniture, etc.), taking into account local economic and other conditions.
- Advising requisitioning units/Programme Units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle. Dispatching purchase orders (POs) and sending to Suppliers/Units/Programme Units originating requests.
- Preparing/overseeing preparation and distribution of the requests for quotations and managing/conducting all aspects of quotations evaluation.
- Formulating strategies and designing innovative solutions to resolve issues/conflicts for complex procurement projects.
- Establishing and maintaining work program and schedule for ongoing contracts and newly-planned ones.
- Providing accounting support (monitoring transactions/purchase orders, institutional credit card transactions, financial closure, etc.)
- Certifying/Approving procurement orders up to the authorized limit, and, in case where the amount exceeds authorized signature authority, preparing submissions for review and approval by the authorized official.
- Conducting market research to keep abreast of market developments, researching and analyzing statistical data and market reports on the world commodity situation, production patterns and availability of good and services.
- Identifying new technologies, and products/services, evaluating and recommending potential supply sources and participates in the incorporation of research results into the various procurement documents/platforms.
- Overseeing adherence to contractual agreements, recommending amendments and extensions of contracts, and advising concerned parties on contractual rights and obligations.
- Monitoring contracts for purchase and delivery of supplies/equipment/services.
- Drafting a variety of procurement and administration-related documents, reports, contracts, communications, guidelines, instructions, annual work plans of the Unit, annual acquisition plan for approval by the Chief of Unit, etc.
- Coordinating administrative matters such as office space, administrative and procurement tools and files, inventory, auditing of procurement activities, etc.
- Advising the Chief of Unit on procurement rules, regulations and administrative related matters.
- Providing guidance to, and supervising GS staff and other personnel in the Unit.
- Supporting the auditing of procurement and administrative activities.
- Coordinating procurement committee meetings, documentation of minutes and providing technical procurement support to the procurement committee.
- Attending meetings related to administration and procurement.
- Performing any other tasks as requested by the Chief of Unit.
In order to:
Ensure that the procurement process for goods and services is undertaken in accordance with the UN Procurement Manual and the UN Financial Rules and Regulations, and goods and services are delivered on time.
Works implies frequent interaction with the followings: Programme Units, Managers, counterparts in the UN system, vendors, partners.
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.
Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
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.
Technological awareness: Keeps abreast of available technology; Understands applicability and limitations of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.
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.
Education: Advanced university degree (Master’s degree or equivalent) in business administration, public administration, commerce 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. Certified by an internationally recognized procurement certification authority (CIPS Level 4 or equivalent).
Experience: A minimum of five years of progressively responsible experience in procurement, contract management, administration or related area is required.
Experience in the supply chain modules of any ERP system. Experience in the procurement procedures within the UN Common System. Experience in providing relevant administrative and supply chain management support to a global diverse client portfolio.
Language: Fluency in in oral and written English and French are required. Knowledge of another UN official language is an advantage.
The evaluation of qualified candidates may include an assessment exercise which will be followed by an interview.
UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.
English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.
UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. UNITAR is a non-smoking environment.
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 Staff Regulations and Rules and UNITAR administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications 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.
UNITAR DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). UNITAR DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Please submit your application along with a motive letter as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
Due to high number of expected applications, only shortlisted candidates will be contacted.