Historique

UN-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 equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security,

Under the supervision of the Operations Manager, the Procurement Specialist provides operational and transactional support and effective delivery of procurement services to UN-Women West and Central Africa Regional Office. 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 Regional and field levels for the successful delivery of procurement services.

Devoirs et responsabilités

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 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 Regional 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;

Plan procurement actions for acquisition for a range of goods and services, focusing on achievement of the following results:

• Prepare, implement and monitor procurement plans for the RO, monitor goals, objectives and achievements and regularly update stakeholders and clients;
• Oversee the preparation and consolidation of RO; and
• Country Offices procurement plans and monitor their implementation;
• Assist clients in the development of technical specifications, Terms of Reference, Scope of Works;
• Develop and manage the rosters of suppliers, improve systems for supplier selection, evaluation, quality and performance measurement;
• Manage procurement activities using specific procurement methods (Shopping, Micro-purchasing,
• Request for Quotation, Invitation to Bid, Request for Proposal etc.);
• Manage 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:

• In consultation with the Procurement Associate, 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 Regional and Country Offices and clients , focusing on achievement of the following results:

Conduct procurement Regional and Country Offices which includes but not limited to:

• Defining needs;
• Select best method and type of solicitation;
• Issue Invitation to Request For Proposal/Request For Quotations;
• Receipt, opening, and evaluation of offers in close ‘collaboration’ with stakeholders;
• Issuance of contracts/purchase orders;
• Contract administration (including process of payments, suppliers performance evaluation etc.).

Logistics;

• Facilitate exchange of information on a variety of procurement process and transaction issues to clients.

Compétences

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.

Behavioral

• Demonstrates strong interpersonal, team-based and presentational skills in a multicultural, multidisciplinary and multi-sectorial environment;
• Strong networking skills to ensure effective collaborative relationships between UN-Women and other UN agencies and with a diverse range of clients and suppliers.

Qualifications et expériences requises

Education:

• 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. CIPS-Chartered Institute of Purchasing & Supply) is an asset.

Experience:

• 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.

Language Requirements:

• Fluency in oral and written English and French required.