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16 Dec 2020

Acquisition Planning Assistant

Job Description

Org. Setting and Reporting

This position is located in the Acquisition Management Unit of the United Nations Interim Security Force for Abyei (UNISFA). The incumbent will report directly to the Chief Acquisition Planning Officer.

Responsibilities

The incumbent participates in the business processes for acquisition of various services and commodities (e.g. information technology and communications equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationary and office supplies, accommodation and office equipment etc.) in accordance with the Mission Acquisition Plan, to support the mission mandate. She/he will assist to monitor the overall supply chain plan and perform acquisition planning activities to ensure resources are used in an optimal way to meet customer requirements.

Within delegated authority, the Acquisition Planning Assistant will be responsible for the following duties:

  • Assists in the preparation of the annual (draft) acquisition plan prior to the budget formulation as part of the mission logistics planning process based on mission priorities;
  • Liaises with UN Global Service Centre (UNGSC) in Brindisi regarding the submission of the mission’s annual (both draft and final) acquisition plan;
  • Liaises on all logistics needs in each mission location and assists in monitoring and tracking all aspects of the Mission’s supply chain to ensure that a continuous supply of goods and services are available to meet operational requirements;
  • Assists in forecasting the logistics requirements in the near and medium terms based on changing priorities and emergencies as related to the assigned categories, provides advance information of such requirements to the concerned stakeholders;
  • Monitors mission requisitions of the assigned categories to ensure purchase requests are based on forecasted acquisition plan;
  • Liaises with counterparts in other Missions and/or UNGSC on items availability prior to making decision to acquire new items either for replacement or additional requirement;
  • Oversees the extraction of spent data and generation of expenditure reports from computerized information system databases, including Umoja; Performs preliminary analysis of the extracted data and the reports generated, through review of stock holdings, consumption patterns, procurement cycle times, requirements and forecasts of internal and external customers, and highlights areas of concern for the attention of the Acquisition Planning Officer in order to ensure timely decision-making and minimize potential supply chain gaps.
  • Supervises the process for the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures, providing valid justifications for under/overspending.
  • Reviews acquisitions actions and monitors status of acquisition processes for all commodities and services of assigned categories including a full range of procurement and other supply chain matters and identifies ways to overcome obstacles when delivering goods. This includes liaising with mission technical units on the planning and coordination of transportation requirements, service contract requirements and maintenance plans of assigned services, consolidation of inbound deliveries, ensuring that adequate lead times and sourcing options are taken into account in all requisitions.
  • Liaises with relevant sections with respect to the status of implementation of the acquisition plan and assists in the preparation of quarterly progress reports providing updates regarding the implementation of the mission’s acquisition plan and timely submission thereof to UNGSC.
  • Implements the mission policies and procedures, Standard Operating procedures (SOPs), guidelines and instructions governing the acquisition planning and requisitioning process.
  • Supervises and provides work direction and guidance to junior acquisition planning assistants and national GS staff; manages and coordinates the activities in his/her area of responsibility.
  • Performs other duties as required.

Competencies

PROFESSIONALISM: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

COMMUNICATION: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology

Education

High School or equivalent diploma is required. Technical or vocational certificate in at least one of the following areas is required: logistics, supply chain management, business administration and procurement or related areas. SCOR, Prince 2, and BI certifications are highly desirable. Completion of Procurement training managed by the United Nations is an advantage.

Work Experience

  • A minimum of eight (8) years of progressively responsible experience in supply chain, inventory management, logistics, procurement, administration or related area is required.
  • Two years of work experience at the international level is required.
  • Experience providing logistics and supply chain support services in a volatile, conflict or post conflict environment is desirable.
  • Experience working with Enterprise Resource Planning (ERP) systems or similar in the areas of demand planning, scheduling, inventory control, procurement, and/or logistics processes is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English (both oral and written) is required; knowledge of the other is desirable.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates.

Deadline: 27 December 2020

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