Procurement Analyst UN Web Buy Operations (internal candidates only)

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Background Information – UN Web Buy Plus 

The UN Web Buy Plus team (UNWBP) is part of UNOPS Shared Services Centre (SSC), which provides policy advice, operational support, and transactional services to UNOPS offices, and is responsible for the administrative support to HQ and Copenhagen-based personnel.

UN Web Buy Plus (www.unwebbuyplus.org) is UNOPS e-commerce solution for the humanitarian and development sector. Through UN Web Buy, partners can access UNOPS procurement services for selected commodities based on Long Term Agreements. The platform went through a complete redesign in 2017 and is constantly being updated with new functionalities. It consists of four separate interfaces for different stakeholders. 

The UN Web Plus Buy Plus team is responsible for the UN Web Buy Plus services and for the development and maintenance of the system. The UN Web Buy operations team is based in Copenhagen, from where it provides global procurement services through the UN Web Buy platform.

The team would like to strengthen the operational capacity,  onboarding a case Officer who , in addition to providing high quality customer service to key clients, will act as first  escalation points for other case officers for operational matters, and be the focal point for complex cases.  The case officer will report to the UN Web Buy Manager.

Background Information – Job Specific 

The successful candidate will be responsible for handling independently UN Web Buy cases for key clients and will perform associated procurement tasks. 

Specific responsibilities include, but are not limited to:

1. Provide support to day to day challenges related to the work of Case Officers

• Provide advice in terms of procurement and logistics to case officers and escalate to Logistics focal point, Contract managers, catalogue manager or Team manager when relevant

• Act as first escalation point for case officers, for operations related issues and complex cases

• Work closely with case officers for complex cases and emergency response orders

2. Proactively participate in Knowledge management on operations and system enhancements

• Gather lessons learned on complex cases and nurture the knowledge management sections

• Actively participate in onboarding of new case officers and other team members

• Develop and maintain material for specific commodities to be shared on demand to case officers and country offices.

• Create and keep updated Standard Operating Procedures (SOPs)  for complex catalogues 

• Share lessons learned and circulate SOPS among case officers and arrange operational training sessions

• Propose system enhancements and engage with the IT team in development of new functionalities that  improve the operations, supplier and freight forwarder performance, and user experience

3. Provides ongoing and high-quality customer service and support

• Maintains, nurtures and develop customer relationships

• Proactively assists clients with queries and concerns, provides prompt solutions

• Monitors delivery of goods, trouble-shooting on logistics issues

• Coordinates custom clearing issues, where applicable

• Manages oral/written response to queries from UN personnel and other clients/stakeholders regarding UN Web Buy matters

• Manages supplier relationship and key customer accounts -this includes effective communication with existing and potential suppliers, monitoring of supplier’s performance & compliance, anticipation of customers’ needs, reporting to customers on various KPI (Key PerformanceIndicators) in order to maintain customers’ satisfaction

4. Independently manages & processes quotations, final purchase orders & vendors in oneUNOPS (ERP) and the electronic catalogue (UN Web Buy Plus)

• Manages creation/modification of quotations from UN Web Buy, creation of contract documents from UN Web Buy templates where required, obtaining of client acceptance, ensuring of funds through the different payment channels, handling pre-Shipment Inspection cases, i.e. filling in of documents, issuance of invoices and communication with inspection agencies for orders which are not exempt from this inspection

• Create Purchase Orders in UN Web Buy from established long-term agreements & place orders with suppliers

• Creation of Purchase Orders in ERP, seeking approval and budget checking, screening of supplier invoices for correctness, creation of receipts and monitoring of payments with finance department

• Corresponds with suppliers concerning availability of vehicles, technical queries etc.

• Corresponds with freight forwarders concerning freight rates and logistics 

• Handles vendor performance management and procurement cases

• Ensures all transactions and activities are in full compliance with UNOPS rules, regulations, policies and strategies

• Performs, when required, secondary bidding exercise specially for freight, coordinating all aspects of bid/proposal evaluation award and negotiation, where required 

• Records all steps to ensure full transparency and accountability, follow up and trouble-shooting with logistics issues, processing of insurance claims, coordination of customs clearing problems. 

• Minimum of 2 years of working experience is required in procurement and supply chain management and administrative support services with UN or other international organisations. Sound understanding of logistics and Incoterms 2020, with proven experience in management of delivery of products on a global scale. Experience in the usage of computers and Google Suite  and knowledge of spreadsheets as experience in handling web-based management systems.

• Familiarity with the UN WebBuy Plus platform is a definite advantage. 

Languages

• Fluency and proficiency in English is required.

• Knowledge of French and/or Spanish is an asset.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.