Responsibilities

Within delegated authority, the Acquisition Planning Officer will be responsible for the following duties: • Prior to the budget formulation, liaises with technical units (former Self Accounting Units (SA Us) to prepare their projected demand in order to establish the mission’s annual demand plan (i.e. draft acquisition plan) based on mission priorities. • Carry out quantitative and qualitative demand, supply and consumption analysis using Umoja ERP Data and inputs from commodity managers to ensure availability of inventory, and accuracy of inventory levels, and optimized cost of holding through inventory decisions and actions affecting quantities, locations, and quality of inventory. • Monitors and controls stock levels of inventory, automates the replenishment activities, and ensures soundness and accuracy of inventory based on set of operations and financial performance indicators. • Consolidates budget projections and demand plans from technical units through review of stock holdings, consumption patterns, procurement cycle times, requirements and forecasts of internal and external customers. • Liaises with UN Global Service Centre (UNGSC) and/or UNHQ regarding the submission of the mission’s demand plan as input for the consolidated global acquisition plan.

• Monitors mission requisitions of the assigned categories to ensure purchase requests are based on forecasted plan; Liaises with UNGSC and/or counterparts in other Missions on items availability prior to making decision to acquire new items either for replacement or additional requirement. • Initiates actions leading to the implementation of the Mission Acquisition Plan, taking into account different sourcing options, including global and regional systems contracts, local market and other conditions, logistics forecasting, inventory holdings, consumption patterns, supply schedules, and ongoing assessment and prioritization of operational supply chain requirements. • Contributes to plan, develop and manage the acquisition process of various services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, stationery and office supplies, furniture and fixtures, accommodation and office equipment etc.), including planning and coordination of transportation requirements and consolidation of inbound deliveries, service contracts requirements and maintenance plans of assigned services, taking into account the different procurement methods, lead times and sourcing options available to the Mission; • Contributes to the execution of internal controls over acquisition activities and support functions. • Advises recipient entities and technical units periodically on the progress of acquisition activities and detailed status of implementation of the acquisition plan, including a full range of procurement and other supply chain issues encountered, providing them with support and guidance at all stages of the procurement cycle, and prepares the quarterly review for submission to UNGSC and DFS. • Meets regularly with internal stakeholders to review the Mission Acquisition Plan based on changing priorities and emergencies as related to the assigned materials/services groups to ensure an efficient and cohesive approach to managing areas of mutual interest.

• Carries out programmatic/administrative tasks necessary for the functioning of the Section, including review of cost 20% estimates from technical units, monitoring performance parameters and critical indicators and reporting on work programme performance. • Prepares a variety of Standard Operating Procedures (SOPs), guidelines and instructions governing the acquisition planning and requisitioning process; contributes to the preparation of SOPs, guidelines and instructions governing the procurement process, including delivery and payment (Procure to Pay). • Devises and maintains a computer-based system to track Mission-procured Contracts during their lifecycle allowing their timely extension as well as providing detailed statement of expenditures. • Prepares integrated, timely and accurate reports to monitor and track all aspects of the Mission supply chain to ensure an uninterrupted supply of goods and services so as to meet operational requirements. • May provide guidance to and supervise new/junior staff. • Performs other related duties as required.

Competencies

Professionalism: Knowledge Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, in particular acquisition planning, inventory management and procurement. Ability to demonstrate proven analytical skills, including ability to research, analyze data, and develop recommendations and plans as well as to review and edit the work of others. Ability to develop and apply inventory management procedures. 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. Planning & Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. 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 a client informed of progress or setbacks in projects. Meets timeline for delivery of product or services to client.

Education

Advanced university degree (Master’s degree or equivalent) in supply chain management, business administration, logistics, procurement or a related field is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Supply Chain Operations Reference Professional (SCOR-P) certification is desirable. Certified Supply Chain Professional (CSCP) Certification from a reputable or accredited institution is desirable. Training in Project Management methodology from an accredited body (e.g. PRINCE 2 Practitioner Level) is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in supply chain management, acquisition planning, procurement, or related area is required. Experience in Supply Chain, Acquisition Planning and Requisitioning in UN or similar international organization is desirable. Experience with MRP (Materials Requirements Planning), ERP (Enterprise Resource Planning) , e.g. SAP ECC (ERP Central Component), or SRM (Supplier Relationship Management) in the areas of production planning, scheduling, inventory control, procurement and logistics processes is desirable.

Languages

English and French are the working languages of the UN secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable