Procurement Officer (Global Fund / UN-WebBuy +)

Job Description

Dutystation: Geneva, Switzerland

Functional responsibilities

Under the guidance and direct supervision of the Portfolio & Partnerships Manager, the Procurement Officer, will have the following key responsibilities:

• Provide high-quality UN WebBuy procurement services to clients the Global Fund to Fight Aids, Tuberculosis and Malaria (GFATM) and its grant recipients through proactive follow-up on requisitions and orders received;
• Take corrective action as needed to ensure swift delivery and best value for money;
• Monitor timely delivery of goods in countries and ensure trouble-shooting on logistics issues ;
• Coordinate custom clearing issues and last-miles delivery services where applicable. In order to ensure timely delivery, the Procurement Officer actively engages with the supply chain stakeholders, i.e. grant recipients, suppliers and freight forwarders, as well as key stakeholders at the Global Fund Secretariat ;
• Proactively assist clients with queries and concerns, provide prompt solutions; escalate operational issues to the clients at the appropriate level. Manage oral/written response to routine queries from the donor and its stakeholders regarding UN Web Buy Plus matters ;
• Support Global Fund grant recipients in the creation of quotations in wambo.org/UNwebbuy Plus.

• Act as a reviewer and case officer in the wambo.org approval chain;
• Create Purchase Orders in UN Web Buy Plus and OneUNOPS from established long-term agreements and place orders with corresponding suppliers; draw receipts and invoices, and help reconcile funds received from the client(s);
• Report on suppliers’ performance & compliance through the Supplier Performance Evaluation Tool, and escalate where necessary ;
• Support the portfolio manager and the team by tracking and providing key information to support internal project management processes;
• Performs small secondary bidding exercises as may be required from time to time ;
• Reports on bugs and issues experienced in the online platforms, to help identify solutions.

• Enter data in the UNOPS internal project management dashboard to facilitate workflows and extraction of analysis for financial monitoring;
• As requested by the donor, upload Track and trace data in Global Fund platforms to report on progress of delivery;
• Support the portfolio manager by preparing inputs for quarterly and annual reports on performance.
• Work closely with the Global Fund Portfolio to ensure that purchase orders and payments are properly recorded under the project;
• Share feedback received from the Global Fund and its grantees with the Global Fund portfolio, to support management of the partnership;
• Escalate risks and issues in a timely manner.

• UNOPS performs adequately against the Key Performance Indicators (KPIs) set by the donor;
• Equipment is delivered on cost, in time and as per quality requirements; solutions are found promptly when issues arise;
• Project data entered in the platforms and in dashboards is accurate and allows for the preparation of reports or analysis;
• UNOPS clients are satisfied.

Education/Experience/Language requirements

• A first-level university degree (Bachelor’s or equivalent), preferably in logistics, procurement or related area is required.
• CIPS Certification or equivalent is an asset.

• Minimum of 2 years of working experience is required in procurement and supply chain management and administrative support services with UN or other international organizations.
• 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 office software packages (MS Office,Google suite) and knowledge of spreadsheet and database packages as well as experience in handling web-based management systems.
• Ability to perform a variety of procurement and supply chain-related tasks, in particular interacting with equipment suppliers and freight forwarders is required;

• Good knowledge of UNOPS procurement and financial rules and regulations and/or Global Fund grants.
• Familiarity with the UN WebBuy Plus platform is an advantage.
• Knowledge of the Global Fund and of wambo.org is an asset.
• Strong IT skills; knowledge of several ERP systems is an asset.
• Ability to manage multi-tasking in a fast-pace work environment with a multitude of stakeholders.

• Fluency in French and English is required.
• Fluency in Spanish is an advantage.

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.