Procurement Officer, Global Fund / UN WebBuy +

Job content

Functional Responsibilities:

Provide timely, effective and accurate customer service and maintain relationships with clients:

• Provides high quality UNWebBuy procurement services to clients the Global Fund to Fight Aids, Tuberculosis and Malaria (GFATM) and its grant recipients through proactive follow-up, development of technical specifications and Incoterms in cooperation with clients, applying any corrective measures to ensure that customers’ expectations are met.
• Monitor timely delivery of goods, trouble-shooting on logistics issues. Coordinate custom clearing issues and last-miles delivery services where applicable. In order to ensure timely delivery, the Procurement Analyst actively engages with the supply chain stakeholders, i.e. grant recipients, suppliers and freight forwarders.
• Actively engage, with support from corporate resources, in the implementation of innovative offerings involved with complex commodities, such as installation services and on-site training of grantees.
• Maintain and nurture customer relationships; Proactively assist clients with queries and concerns, provide prompt solutions; escalate operational issues to the clients. Manages oral/written response to routine queries from the donor and its stakeholders regarding UN Web Buy Plus matters.
• Supports Global Fund recipients in the creation of quotations in wambo.org/UNwebbuy Plus.
  
  

Manage processes in UNOPS and Global Fund platforms

• Act as focal point and reviewer in the wambo.org approval chain;
• Create Purchase Orders in UN Web Buy Plus and OneUNOPS from established long-term agreements and place orders with corresponding suppliers;
• Manage supplier relationship, provide UNOPS representation including effective communication with existing and potential suppliers; monitor suppliers’ performance & compliance, escalate where necessary.
• Support the portfolio manager in the project management processes and provide inputs required in related platforms, including support to amendment of engagements, review of project budgets and Output-based reporting; follow up as needed on IPAS approvals;
• Contribute to elaboration of procurement specifications, or to the conduction of procurement processes, as may be required from time to time, to support the expansion of catalog demanded by the client;
  
  

Contribute to the continuous improvement in procurement operations and development of UN Web Buy Plus and its integration with Wambo:

• Report bugs, correct data where required and continually support further development of working tools and enhancement of platform integration, as may be required;
• Keep abreast of developments in OneUNOPS, UN Web Buy and other systems;
• Support the creation and revision of Standard Operating Procedures (SOPs) to ensure continuity and consistency of processes
  
  

Report on services to the Global Fund and contribute to partnership management:

• Enter data in the UNOPS internal project management dashboard to facilitate workflows and extraction of analysis for financial monitoring;
• As requested by the donor, upload Track and trace data in Global Fund platforms to report on progress of delivery;
• Support the portfolio manager by preparing inputs for quarterly and annual reports on performance.
• Work closely with the Global Fund Portfolio to ensure that purchase orders and payments are properly recorded under the project concerned;
• Share feedback received from the Global Fund and its grantees with the Global Fund portfolio, to support management of the partnership;
• Share demand received from clients, that is currently not in the current UNOPS offering, for further analysis and potential development of new products.
• Participate in meetings with clients in Geneva to report on activities conducted or discuss new needs.
• Escalate risks and issues in a timely manner.
  
  

Perform other related duties as required by the portfolio manager, in support to Un WebBuy Plus operations or other projects.

The incumbent may be asked to supervise, with support from the portfolio manager, an intern who will support certain daily tasks within the project.

Impact of Results:

• UNOPS improves its performance against the Key Performance Indicators (KPIs) set by the donor;
• Equipment is delivered on cost, in time and as per quality requirements; solutions are found promptly when issues arise
• Quality project data, including payment reconciliations, is maintained and facilitates extraction of all types of reports
• UNOPS offering and outreach are enhanced through proactive relationships with the clients.
  
  

Monitoring and Progress Controls :

Weekly team meetings with the portfolio team and constant interaction with the Portfolio manager on results, through collaborative online tools. Issues and risks are discussed as they arise.

Quarterly joint analysis of progress of activities as part of project milestones, to support further quarterly Quality Assurance and Business review meetings with the client.

Education/Experience/Language requirements:

• Education
• A first-level university degree (Bachelor’s or equivalent), preferably in logistics, procurement or related area is required. Secondary School Diploma or equivalent with a combination of 2 additional years of relevant past experience may be accepted in lieu of a university degree.
• CIPS Certification or equivalent is desirable.
• Work Experience Essential:
• Minimum of 2 years of working experience is required in procurement and supply chain management and administrative support services with UN or other international organizations. Sound understanding of logistics and Incoterms 2010, with proven experience in management of delivery of products on a global scale. Experience in the usage of computers and office software packages (MS Office 2003 and or newer versions) and knowledge of spreadsheet and database packages as well as experience in handling web-based management systems and Peoplesoft.
• Familiarity with the UN WebBuy Plus platform is a definite advantage. Knowledge of the Global Fund and of wambo.org is an asset.
• Languages
  
  

Fluency in English is required. Knowledge of French or other UN languages is desirable.