Acquisition Planning/Requisitioning Officer

Details

Mission and objectives

UNAMA was established in 2002 as a Political/ Peacebuilding Mission, exceptionally) directed and supported by the UN Department of
Peacekeeping Operations (DPKO).

Context

The United Nations Assistance Mission in Afghanistan (UNAMA) assists the people of Afghanistan in laying the foundations for sustainable peace and development in the country. UNAMA’s current mandate comprises the following priorities: the provision of good offices; support for the organization of future elections; strengthening capacity in the protection and promotion of human rights including the protection of children affected by armed conflict and prevention of child recruitment; support for gender equality and women’s and girls’ empowerment; the coordination and facilitation of humanitarian assistance; and support for Afghanistan’s development and governance priorities, including the rule of law, transitional justice as an essential component of the ongoing peace process, budget execution and the fight against corruption throughout the country; The Security Council also recognized that the renewed mandate of UNAMA is in support of Afghanistan’s full assumption of leadership and ownership in the security, governance and development areas.

Task description

Within the delegated authority and under the supervision of the Chief, Acquisition Management Unit or his/her designated mandated representative(s), the UN Volunteer will be responsible for the following duties:
• Prior to the budget formulation, liaises with technical units (former Self Accounting Units (SAUs) to prepare projected demand and to establish the mission’s annual demand plan in the Supply Chain Acquisition Plan (SCPT).
• 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 UN headquarters regarding the submission of the mission’s demand plan as input for the consolidated global acquisition plan;
• Monitors monthly mission requisitions of the assigned categories to ensure purchase requests are based on forecasted plans; Liaises with UNGSC and/or counterparts in other Missions on item available 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;
• 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 review for submission to UNGSC and the Department of Operational Support, Office of Supply Chain Management (DOS/OSCM) in headquarters;
• 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 Unit, including review of cost estimates from technical units, monitoring performance parameters
and critical indicators, and reporting on work program performance.
• 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 to meet operational requirements.
• Review specifications with Technical Units (TUs) and raise shopping carts for the goods and/or services in Umoja Review in relation to the Mission Acquisition Plan.
• Liaise with assigned TUs during the requisitioning process for the specifics of their requirements and to incorporate service contracts requirements and maintenance plans of assigned services.
• Liaise with Warehouse and Commodity Management Section to harmonize inventory requirements during requisitioning.
• Assist in overall budget planning and monitoring of expenditures for assigned TU.
• Assist the TU in the update of Product IDs to streamline the requisitioning process. Implement Mission Standard Operating Procedures (SOPs), policies and guidelines relating to Requisitioning and Acquisition Management.
• Assists Technical Units (TUs), Procurement and Budget units to follow-up on pending issues regarding shopping carts.
• Performs other related duties as required