In June 2015, UNOPS and the Global Fund to Fight Aids, Tuberculosis and Malaria have signed a global Memorandum of Understanding (MOU) to facilitate the use of the UNOPS UN Web Buy Plus procurement platform and services by the Fund’s principal recipients for the order of a range of products. The offering includes all types of vehicles, ranging from soft skin vehicles or motorcycles to ambulances and refrigerated trucks, IT equipment, incinerators and medical waste management solutions, warehouse handling equipment,energy solutions or health sector solutions such as prefabricated modular buildings, mobile health units or biosafety laboratories. In 2018, UNOPS and the Global Fund agreed to further their collaboration and facilitate orders from Principal recipients through the online integration of their two e-commerce environments, wambo.org and UN Web Buy Plus.
Under the guidance of the Advisory Services Portfolio Manager and Procurement Advisor, the Procurement Officer, UN WebBuy/Global Fund, is responsible for effective procurement and supply chain management of equipment from UNOPS electronic catalog UN Web Buy Plus. S/He manages and ensures the provision of efficient and timely procurement and global delivery to the Fund’s grant recipients or other eligible partners. The procurement Officer is in touch with a vast range of stakeholders at the Global Fund Secretariat and in countries. The incumbent will evolve in a complex online environment characterized by the integration of, and workflows between, three electronic platforms (with another set of additional platforms that are not interconnected) responding to different needs and logics, to satisfy the respective ordering processes of the Global Fund and UNOPS, facilitate seamless data flows and processes, and satisfy the respective reporting needs. Performance of the project is measured through a thorough set of Key Performance Indicators (KPIs).
The incumbent will be based in Geneva, where the Advisory services portfolio is located, and will undertake occasional missions to Headquarters in Copenhagen or in the field to visit clients as needed. S/he will primarily report to the Advisory Services portfolio of the Geneva office, with functional linkages to headquarters entities, in particular to the Procurement Group and UN Web Buy Plus team, as required by the functions.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. S/he complies with the UNOPS Procurement Manual and UNOPS Financial Rules and Regulations (FRR).
Provide timely, effective and accurate customer service and build relationships with clients:
Provide high-quality UN WebBuy procurement services to the Global Fund to Fight Aids, Tuberculosis and Malaria (GFATM), its grant recipients, or any other eligible buyer through proactive budget and procurement plan discussions and regular follow-up meetings;
Provide technical advice on complex commodities, and tailor technical specifications in cooperation with clients and suppliers, to ensure that customers’ expectations and specific health sector constraints are met as much as possible using the existing Long-Term agreements and other available sourcing methods;
Monitor timely delivery of goods, anticipating and trouble-shooting logistics issues. Co-ordinate custom clearing processes and last-miles delivery services. In order to ensure timely delivery, the Senior Procurement Officer actively engages with the supply chain stakeholders, i.e. grant recipients, suppliers and freight forwarders, and proposes pragmatic solutions.
Actively engage in the implementation of innovative offerings involved with complex commodities, such as installation services and on-site training of grantees, and regularly provide feedback to category management/corporate resources on ways to improve the service offering or contract implementation;
Maintain and nurture customer relationships; Proactively assist clients with queries and concerns, provide prompt solutions; escalate operational issues internally and externally as required. Manage oral/written response to routine queries from the donor and its stakeholders regarding orders placed or anticipated.
Take initiatives to continue expanding the client base and goods/service coverage of the project across the assigned sub-region or cluster of countries assigned.
Identify and manage potential supply chain risks and take proactive action to ensure timely delivery of orders within budgetary constraints and donor-approved deadlines.
Manage processes in UNOPS and Global Fund platforms
Support Global Fund recipients in the creation of quotations in wambo.org/UNwebbuy Plus; organize training sessions to demonstrate platform functionalities; Create Purchase Orders in UN Web Buy Plus and OneUNOPS from established long-term agreements and place orders with corresponding suppliers;
Act as a focal point and reviewer in the wambo.org approval chain;
Verify the accuracy and timeliness of data entries by suppliers and freight forwarders to enhance the accuracy of the project’s dashboards and reports, enabling issues to be proactively identified and project activities to be monitored; instruct suppliers and freight forwards to make modifications on the platforms as may be required;
Engage with suppliers to monitor performance, and escalate where necessary.
Elaborate procurement specifications, and conduct procurement processes or secondary bidding exercises in compliance with UNOPS Procurement Policies.
Maintain auditable files for each transaction ensuring all decisions and communications are properly documented, also ensuring traceability for the donor and clients on the wambo.org platform.
Contribute to the continuous improvement in procurement operations and development of UN Web Buy Plus and its integration with Wambo:
Report bugs encountered on digital platforms and continually support further development of working tools and enhancement of platform integration or internal process automations;
Keep abreast of developments in OneUNOPS, UN Web Buy, Wambo.org and other systems;
Contribute to the writeup and revision of Standard Operating Procedures (SOPs) to ensure continuity and consistency of processes;
Work closely with the Procurement Advisor and Portfolio Manager to analyze demand and take steps to further expand the range of products or services offered to clients.
Undertake market research or conduct savings analysis to support informed-decision making.
Take initiative to embed sustainability within the operations of the project(s).
Report on services to the Global Fund and contribute to partnership management:
Support the portfolio manager with the periodic review of data to support quarterly and annual reporting requirements; accurate financial forecasting;
Work closely with the Portfolio Manager to ensure that purchase orders and payments are properly recorded under the project concerned, and accurate financial forecasts can be built;
Ensure that delivery is compliant with implementation periods and rules, and report regularly to stakeholders on status, financial balances and closure management;
Share feedback received from the Global Fund and its grantees with the team, to support the management of the partnership;
Participate in meetings with clients in Geneva to report on activities conducted or discuss new needs.
Escalate risks and issues in a timely manner.
Perform other related duties as required by the portfolio manager, in support of UN WebBuy Plus operations or other projects.
The incumbent may be asked to supervise, with support from the portfolio manager, personnel or interns who will support certain daily tasks within the project.
