Apply for Assistant Procurement Officer, Lusaka, Zambia Job Vacancy | Position

Grade: NOA

Staff Member / Affiliate Type: National Professional Officer

Reason: Temporary > Temporary Assignment/ Appointment

Hardship Level: B

Family Type: Family <p></p><p></p>

Residential location (if relevant): Target Start Date: 2025-01-01

Target End Date: 2025-06-30

Deadline for Applications: January 2, 2025

Standard Job Description: Assistant Procurement Officer

Organizational Setting and Work Relationships

The place could also be positioned at Headquarters (inside DESS), in a Regional Bureau or in a Country Office. The incumbent usually stories to the Supply Officer or Procurement Officer. In the Country Operation s/he usually stories to the Head of Office, to the Representative or the Deputy Representative (Operations) on the identical degree because the Programme and Administration features. S/he immediately supervises common service workers.

The Assistant Procurement Officer conducts and/or assist the procurement actions in a well timed and cost-effective method in conformity with UN/UNHCR’s procurement guidelines and rules. In Bureaus and Country Operations, s/he maintains common contact with different UN companies, NGOs, authorities companions and industrial contractors within the space of duty to facilitate all procurement actions. As and when required, the incumbent will present procurement useful recommendation to different items below the respective space of duty and help in drafting (body) agreements.

The incumbent will help within the growth of advanced items and companies contracts, will handle distributors, outline clear phrases and situations and guarantee greatest worth for cash. S/he can even help the Head of Unit, Field Procurement in figuring out and managing related dangers. S/he takes part within the growth of efficient procurement technique, in cooperation with requesting items, leveraging sustainability, social, financial, environmental and/or local weather issues in assist of SDG12. S/he evaluations and/or drafts procurement instances to be introduced to the HQ’s Committee on Contracts and takes part within the growth of efficient procurement technique, in cooperation with requesting items.

As and when required, the incumbent will present procurement useful recommendation to UNHCR organizational items below the respective space of duty and help in drafting body agreements, a few of them of advanced nature, and in offering inputs to the improve of working methods/instruments in addition to on procurement insurance policies and procedures.

The Assistant Procurement Officer maintains neutral, moral and customer-oriented relations with suppliers and Partner organizations; exchanges info with counterparts in different UN companies, and International Organisations inside the limits established by UN /UNHCR Procurements Rules and assists with joint procurement actions if, as and each time obligatory.

All UNHCR workers members are accountable to carry out their duties as mirrored of their job description. They accomplish that inside their delegated authorities, in keeping with the regulatory framework of UNHCR which incorporates the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions in addition to related accountability frameworks. In addition, workers members are required to discharge their duties in a way in step with the core, useful, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for range.

Duties

• Support the procurement course of to make sure well timed, cost-effective and ample supply of commodities and companies to assist operational wants.
• Conduct market surveys, establish, assess and choose potential distributors.
• Ensure top quality requirements for items and companies procured by UNHCR by growing and sustaining particular inner management and self-evaluation standards/procedures.
• Apply UNHCR’s sourcing and procurement technique when planning for buy of vital commodities and companies.
• Review the requisitions, specs and required supply.
• Prepare the tendering paperwork (Request for Proposals, phrases of references) guaranteeing that the bidding course of is in keeping with the established UN/UNHCR Financial Rules and Procedures and procurement rules and tips.
• Analyse bids, put together/evaluate monetary analysis and coordinate all the analysis course of.
• Manage negotiations with suppliers, develop and put together contracts for procurement of products and companies by defining phrases and situations, guaranteeing highest quality/supply phrases and pro-active administration of related dangers.
• Develop related contacts and construct constructive relations with UN companies, UNHCR Partners, authorities authorities and different companions as relevant.
• Manage the seller associated processes together with identification, evaluation and number of distributors based mostly on their functionality for delivering commodities and companies. Ensure vendor and merchandise grasp databases are updated.
• Support tender processes and handle the preparation of proposals for award of contracts to the related Committee on Contracts.
• Conduct periodic contract efficiency evaluations together with requesting items and supply suggestions to requestors and distributors.
• Guide the workplaces ought to they want extra workplace area or extensions to their workplace leases, lease maintain enhancements or different building. Carry out the procurement facet of the institution of workplace leases or extensions.
• Coordinate with CBI stakeholders the design and implementation of the market evaluation and market monitoring to find out if CBI is possibility. Carry out the procurement motion to contract Financial Service Providers (FSP).
• Advise operations and colleagues on accomplice procurement multifunctional group position and Partner Procurement Qualification processes and necessities.
• Identify companions for provide chain tasks based mostly on goals, priorities, strengths and assets of the UNHCR Partner and/or contractor, in response to standards in step with UNHCR guidelines and rules.
• Ensure correct and complete information on provide actions and supply well timed stories and updates each periodically and on request.
• Provide steering to Field Operation on a wide range of procurement issues.
• Liaise, as applicable, with the requesting items at HQ and within the area, to supply procurement recommendation on related insurance policies and procedures and make clear phrases of reference/specs.
• Ensure efficient info circulate within the provide chain.
• Disseminate and monitor compliance with UNHCR’s world insurance policies, requirements and steering on provide chain administration.
• Implement sensible tasks to enhance provide efficiency that has clear goals, timescales, duties and assets outlined and screens the venture execution in opposition to the plans and takes motion when precise implementation deviates from plans. ehgdD4X C2ZhNm
• Manage workers efficiency and coordinate procurement actions guaranteeing broad understanding and adherence to the related and prevailing procurement guidelines and procedures.
• Support the identification and administration of dangers and search to grab alternatives impacting goals within the space of duty. Ensure choice making in threat based mostly within the useful space of labor. Raise dangers, points and considerations to a supervisor or to related useful colleague(s).
• Perform every other duty related for this perform.

In the Regional Bureaux

• Support Country Operations in implementing procurement methods based mostly on necessities, dangers and emergency context.
• Assist nation operations in reaching full compliance with guidelines & rules in all Procurement actions.
• Track world Procurement KPIs for the area and help in preparation of regional ones, as required.
• Track the progress of particular operations and supply steering that ensures well timed implementation.
• Monitor all periodic and ad-hoc procurement workouts set by Regional Bureau or HQ and supply related stories to senior managers.
• Assist Country Operations in MSRP administration inside the AoR.
• Coach and advise shoppers and procurement colleagues as/if requested.
• Act as first case clearer for RCC submissions by interacting with the CO while making ready a primary draft of Statement of Recommendation for secondary evaluate function.
• Ensure well timed inexperienced mild processing and customs clearance of consignments.
• Facilitate coaching of procurement workers and help in teaching and advising people on procurement issues as requested.
• Support the evaluation of nation monetary stories and work with the senior workers to deal with areas regarding procurement features of operations.
• Support the nation wants evaluation plans and help in combining them into regional procurement plans and monitor their well timed implementation and modifications based mostly on operational wants.
• Support the work of the Regional Contracts Committee (RCC) by way of compiling and reviewing paperwork for RCC conferences, taking minutes, speaking selections.

In the Country Operations

• Ensure efficient assist to procurement actions.
• Procure items and companies in accordance with UNHCR guidelines and rules in addition to country-specific SOPs.
• Coordinate procurement actions of UNHCR Partners and/or contractors inside the AoR, make sure that they perceive and cling to related UNHCR guidelines and procedures.
• Take part in vendor analysis and preparation of submissions to related CoCs.
• Organize coaching classes and workshops.
• Ensure well timed inexperienced mild processing and customs clearance of consignments.
• Resolve difficulties within the native provide chain by discovering options to issues and bottlenecks, and supply common stories on provide chain actions, the standing of requests and the provision of things within the provide chain.
• Depending on the scale of the Operations, evaluate and clear procurement instances for the related procurement authority.
• Perform different Supply associated duties as required.

Minimum Qualifications

Years of Experience / Degree Level

For P1/NOA – 1 yr related expertise with Undergraduate diploma; or no expertise with Graduate diploma; or no expertise with Doctorate diploma

Field(s) of Education

Business Administration, Engineering, Logistics,

Supply Chain Management, International Commerce or different related area.

Certificates and/or Licenses

Certificate from Chartered Institute of Purchasing & Supplies, e.g. CFIPS, CMIPS, MCIPS;

(Certificates and Licenses marked with an asterisk* are important)

Relevant Job Experience

Essential

Proficient information in efficient and environment friendly procurement of products and companies, with confirmed expertise at earlier work positions, ideally UN. Good working information and expertise in dealing with contract points within the context of UN insurance policies and requirements. Experience in contract negotiations; potential to supply technical steering to subordinate workers; potential to plan and organise work assignments, usually below shut deadlines. Proven potential to cope with a number of duties with pace, in a courteous and service-oriented method. A mix of fine technical and efficient delicate administration expertise together with the power to successfully negotiate and talk is a requirement. Good understanding on making use of International Commercial Terms (INCOTERMS), expertise in worldwide transport preparations by air, sea and land together with primary understanding on customs clearance formalities, cargo particular necessities (i.e. harmful items, temperature-controlled items, and so on) and primary packaging / palletization necessities.

Desirable

Experience and dealing information of ERP methods, ideally of UNHCR’s MSRP Supply Chain Module can be a bonus. Strong interpersonal and negotiation expertise to cope with individuals of various cultural and academic backgrounds. Technical information of forms of companies, provides and items bought by UNHCR for Headquarters, Regional and Field Offices can be a bonus. Relevant coaching, similar to CIPS, or different public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules regarding procurement and UNHCR Chapter 8.

Other UN procurement and logistics coaching – similar to IAPSO and UNPD.

Functional Skills

IT-Computer Literacy

SC-Customs clearance

SC-Logistics

SC-PeopleSoft Supply Chain Management

SC-Supply Planning

SC-UN/UNHCR Procurement Rules and Procedures

SC-Warehouse Management

(Functional Skills marked with an asterisk* are important)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the obligation station if not English.

For National Professional jobs: Knowledge of English and UN working language of the obligation station if not English and native language.

For General Service jobs: Knowledge of English and/or UN working language of the obligation station if not English.

All UNHCR workforce members should individually and collectively, contribute in the direction of a working surroundings the place every particular person feels secure, and empowered to carry out their duties. This contains by demonstrating no tolerance for sexual exploitation and abuse, harassment together with sexual harassment, sexism, gender inequality, discrimination and abuse of energy.

As people and as managers, all should be proactive in stopping and responding to inappropriate conduct, assist ongoing dialogue on these issues and talking up and in search of steering and assist from related UNHCR assets when these points come up.

This is a Standard Job Description for all UNHCR jobs with this job title and grade degree. The Operational Context could include extra important and/or fascinating {qualifications} regarding the particular operation and/or place. Any such necessities are integrated by reference on this Job Description and will probably be thought-about for the screening, shortlisting and number of candidates.

Desired Candidate Profile: Operational Context: As of finish of November 2024, the nation hosts 106, 541 individuals that require UNHCR’s steady safety assist together with 79, 244 Refugees, 9, 490 Asylum seekers and 17, 807 Former refugees (Angolan & Rwandan). While an enormous part of the inhabitants has been in Zambia for a long time, the operation has additionally been constantly receiving new arrivals, for occasion at a median of 200/week in 2024. UNHCR has a Representation Office in Lusaka, with two area workplaces in Solwezi and Kawambwa and is planning to open one other area workplace in Kaoma.

Nature of the place: The Assistant Procurement Officer stories to the Supply Officer in Lusaka and conducts and/or helps the procurement actions of all the UNHCR operation in Zambia. S/he’s accountable to conduct market surveys; establish, assess, negotiate and choose potential distributors in a well timed and cost-effective method and in conformity with UN/UNHCR’s procurement guidelines and rules and to make sure top quality requirements for items and companies procured by UNHCR. S/he develops and maintains particular inner management and self-evaluation standards/procedures; develops and prepares usually advanced contracts for procurement of products and companies by defining phrases and situations, guaranteeing highest quality/supply phrases and pro-active administration of related dangers. In cooperation with requesting items, the incumbent coordinates the event of efficient procurement technique leveraging sustainability, social, financial, environmental and/or local weather issues in addition to in due consideration of the operational context and priorities. The Supply unit screens and helps all Supply chain actions inside the operations, together with compliance and threat administration. Hence, as and when required, the incumbent supplies procurement useful recommendation to different items and area workplaces below the respective space of duty (AOR). S/he maintains common contact with different UN companies, NGOs, authorities companions and industrial contractors within the space of duty to facilitate all procurement actions. S/he exchanges info with counterparts in different UN companies, inside the limits established by UN/UNHCR Procurements Rules and assists with joint procurement actions if, as and each time obligatory. S/he’s anticipated to keep up neutral, moral and customer-oriented relations with suppliers and Partner organizations. The place is for a 6 months Temporary Appointment with chance of extension.

Desired Candidate profile: The candidate will need to have proficient information in efficient and environment friendly procurement of products and companies, with confirmed expertise at earlier related positions. Moreover, the candidate will need to have confirmed expertise in contract negotiations; technical information of forms of companies, provides and items bought for a pressured displacement response in Zambia and the power to supply technical steering to different items and area workplaces. The candidate should possess a mixture of fine technical and efficient delicate administration expertise together with the power to successfully negotiate and talk, and will need to have an excellent understanding on tips on how to apply International Commercial Terms (INCOTERMS), demonstrated expertise in worldwide transport preparations by air, sea and land together with understanding on customs clearance formalities, cargo particular necessities (i.e. harmful items, temperature-controlled items, and so on) and primary packaging / palletization necessities. Also, the candidate will need to have confirmed potential to cope with a number of duties with pace, in a courteous and service-oriented method. Ability to plan and organise work assignments, usually below shut deadlines. The incumbent will need to have glorious English communication expertise and be an efficient and clear communicator orally and in writing.

Functional Clearance: This place does not require a useful clearance

Required languages (anticipated Overall potential is no less than B2 degree): ,

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Desired languages: ,

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Additional Qualifications: Skills

IT-Computer Literacy, SC-Customs clearance, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Supply Planning, SC-UN/UNHCR Procurement Rules and Procedures, SC-Warehouse Management

Education

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Engineering, Bachelor of Arts (BA): International Commerce, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Supply Chain Management

Certifications

Institute of Purchasing and Supply – Other

Work Experience

UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales

Other info: Shortlisted candidates could also be required to take a seat for written check and/or oral interview.