OVERVIEW

Parent Sector : Field Office

Duty Station: Brasilia

Job Family: Administration

Type of contract : Non Staff (Service Contract)

Level : SC8

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 25-MAR-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only candidates who are entitled to work in Brazil may apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Director and Representative of the UNESCO Brasília Office (UBO), the guidance and indirect supervision of the Senior Finance and Administrative Officer and the direct supervision of the Chief of Finance Unit, the Associate Procurement Officer provides dedicated procurement services ensuring their effectiveness, transparency and integrity. The incumbent promotes a client-focused, quality and results- oriented approach in the Unit.

Long Description

Main tasks or services:

• Support and coordinate procurement planning, quality assurance, effective coordination, monitoring of compliance with rules and regulations for contracts-related procedures, assess the procurement proposals and support, as needed, the overall administration of the Programme.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
• Monitor budget implementation, track resource allocation and ensure compliance to financial rules and regulations.
• Participate in developing and implementing a Procurement Plan and design, maintain and monitor work plans and schedules for ongoing and new procurement requirements and contracts.
• Proper monitoring system and control of procurement processes including organization of RFQ, ITB, RFP, EOI, and IPA. Receipt and evaluation of quotations, bids or proposals or applications, negotiation of certain conditions of contracts in full compliance with UNESCO rules and regulations.
• Verify the procurement needs and support the delivery and monitoring of restoration materials, supplies and equipment.
• Contribute in conceptualization, elaboration and implementation of Strategic and Sustainable Procurement in the field office (FO) including sourcing strategy, supplier selection and evaluation , quality management, customer relationship management, e-procurement introduction and promotion, and performance measurement;

• Contribute to managing all aspects of the bid/proposal process, including the identification of requirements, preparation of announcements and participating in the selection of and negotiations with suppliers/vendors.
• Participate in coordinating the evaluation team, analyse and evaluate vendors’ offers considering various factors affecting cost, technical specifications, implementation schedules, reliability, and after-sales/completion implications, ensuring value for money.
• Review procurement and other new contract requests prepared by Programme staff to ensure completeness, correctness and adequacy to assure fair and transparent competition or comparison process, assisting in market research and providing advice where required.
• Contribute to policy, guidance, training and technical assistance to staff in planning, developing and managing contracts (including the identification of requirements, estimation of budgets, appropriate procurement or contracting methods, etc.) with a special focus on high value/high-risk contracts.
• Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions etc.
• Provide support and advice on the selection of appropriate contractual modalities for engagement with Vendor, Consultants and Partners in various programmes and project contexts.
• Review the ongoing procurement and contracting practices undertaken by the projects for continuous identification, assessment, prioritization, and monitoring of risks.

• Provide substantive support and guidance on activities related Enterprise Risk Management, project risk assessments and project evaluation for the FO.
• Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
• Maintain a tracking system and database to monitor adherence to contractual agreements, performance requirements and respect of delivery schedules; recommend amendments and extensions of contracts, as necessary; advise parties on contractual rights and obligations; and generate necessary periodic and ad-hoc reports as requited, documenting lessons learned and recommendations.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management. Presentation of researched information on procurement to the Chief of Finance Section.
• Preparation of cost-recovery bills for the procurement services provided by UNESCO to other Agencies.
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.
• Review of procurement processes conducted by projects; submissions to the Contracts Committee (CC) and OPS/PRO.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

EDUCATION

• University degree (Bachelor’s or equivalent) in business administration, management, finance, law or a related field.
• Professional certification in Procurement, Logistics, Supply Chain (such as CIPS or equivalent).

WORK EXPERIENCE

• 5 (five) to 6 (six) years of progressively professional experience in administration, finance, project management/operations, including supply chain management, procurement and/or contracting at the national or international level.
• Minimum 4 years of experience in procurement and contracting, at the national or international level.

SKILLS / COMPETENCIES

• Focuses on result for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.

• Demonstrates openness to change and ability to manage complexity.
• Ability to perform a broad range of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets.
• Sound knowledge of financial rules and regulations.
• Ability to provide input to business processes re-engineering, implementation of new system.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems.
• Shares knowledge and experience.
• Encourages office staff to share knowledge and contribute to UNESCO practice areas.
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

LANGUAGES

• Proficiency in Portuguese and English.

DESIRABLE QUALIFICATIONS

EDUCATION

• Post-graduation course (Lato Sensu or Stricto Sensu), specialized training or courses in one or more of the following disciplines: administration, finance, accounting and/or procurement;
• CIPS training – Chartered Institute of Procurement and Supply (level 3 or higher).

WORK EXPERIENCE

• Professional experience in the fields of public/UN procurement policies, rules and regulations.
• Working experience with ERP/procurement-related system.

SKILLS / COMPETENCIES

• Knowledge of UN rules and practices, procedures, protocols;
• Knowledge of SAP or similar ERP system.

LANGUAGES

• Knowledge of another official language of UNESCO (French or Spanish).

CONDITIONS OF EMPLOYMENT

This assignment is of full-time nature (Monday to Thursday: 8h30 to 12h30 / 14h to 18h; Friday: 8h30 to 14h).

For this position, the monthly remuneration, which will be paid in local currency, will be BRL 13.877,07.

The initial contract is intended for year 2024 and shall be linked to a project-funding source, which is expected to be renewed. Any contract renewal shall be dependent upon budgetary availability and satisfactory services. Further information regarding contractual modality as well as the applicable benefits package will be provided for short-listed candidates only.

SELECTION AND RECRUITMENT PROCESS

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