Procurement Analyst UN Web Buy Operations

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Description

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

Functional Responsibilities:

Specific responsibilities include, but are not limited to:

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

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

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

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. 

Education/Experience/Language requirements:

Education:

• A master’s degree preferably in logistics, procurement, public administration or related areas is required. A  first-level university degree (Bachelor’s or equivalent), preferably in logistics, procurement or related areas may be accepted in lieu of masters, with an additional 2 years of experience. CIPS Certification or equivalent is desirable.

Experience :

• 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.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=25718#1

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