Procurement Associate - UN Web Buy Plus

Job Description

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.

In response to the Covid-19 pandemic the UN Web Buy team launched a new Covid-19 response catalogue. As a result of this and the general situation caused by the Covid-19 pandemic, the team has experienced an increase in the complexity and number of requests for support from UNOPS Country Offices.

In order to continue providing quality support during this period, the team would like to onboard a Case Officer for a limited time to handle independently Un Web Buy cases and provide high quality customer service to key clients. The case officer will report to the UN Web Buy Manager (ICA II).

Functional Responsibilities

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. Provides ongoing and high-quality customer service and support

• Maintains and nurtures 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 Performance Indicators) in order to maintain customers’ satisfaction.

2. 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.

3. Contribute to the continuous improvement in procurement, operations and development of UN Web Buy Plus.

• Reports bugs, corrects data where required and continually improves working tools/methods;
• Keeps abreast of developments in oneUNOPS, UN Web Buy Plus and other areas;
• Perform testing activities of new platform developments;
• Create Standard Operating Procedures (SOPs) to ensure continuity and consistency of processes.

4. Other tasks and duties that may be required in relation to the work programme of UN Web Buy Plus and the increase of procurement volumes.

• Arrange and attend meetings with specific key clients together with the UN Web Buy team lead;
• Assist the UN Web buy team lead in the good implementation of business development strategies for specific key clients and / or UNOPS regions;
• Generate and regularly share procurement statistics reports for key clients;
• Coordinates the shared mailbox responding to general queries or forwarding emails to the appropriate colleagues;
• Performs maintenance in UN Web Buy Plus, such as verification/approval of new users and account managers;
• Ensures implementation of procurement and supply chain operational strategies, focusing on full compliance of procurement and supply chain activities with UNOPS rules, regulations, policies and strategies.

Requirements

Education

• Completion of secondary / high school or equivalent is required.
• University degree (Master’s or Bachelor’s) in a relevant discipline is an asset and may substitute for some of the required years of experience.

Experience

• 6 years of relevant experience (with a secondary / high school or relevant diploma), preferably in procurement services, vendor management, marketing/communications, or customer relations in either public or private sector organisation is required;
• Experience in Logistics, Incoterms 2020, advanced knowledge of automated procurement systems is highly desirable;
• Experience in Google Workspace is desired;
• Experience with UNOPS is highly desirable..

Additional requirements

• Experience in public procurement with international organisation is required;
• Experience in procurement within UNOPS is highly desirable.

Languages

• Fluency and proficiency in English is required.
• Knowledge of French and/or Spanish is an asset.

About the Organization

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.