UN Job Opening
ACQUISITION PLANNING ASSISTANT, FS5

Posting Title:ACQUISITION PLANNING ASSISTANT, FS5
Job Code Title:ACQUISITION PLANNING ASSISTANT
Department/Office:United Nations Verification Mission in Colombia
Duty Station:BOGOTA
Posting Period:18 January 2019 – 01 February 2019
Job Opening Number:19-Logistics and Supply Chain-UNVMC-109589-F-Bogota (M)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in Bogotá, in the Acquisition Planning and Requisition Unit of the United Nations Verification Mission In Colombia (UNVMC). The Acquisition Planning Assistant reports to Chief Supply Chain. The incumbent will participate 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.

Responsibilities

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

Core Competencies:

Professionalism:
-Substantive experience and thorough knowledge of supply chain management functions, in particular in the areas of acquisition planning, procurement and logistics processes with good understanding of field support operations.
-Knowledge of, and ability to apply various United nations rules, regulations, policies and guidelines, in particular procurement related policies and practices, in work situations. 
-Proven analytical skills, including ability to research and gather information from a variety of external and internal sources, interpret/analyse data, and develop recommendations and plans.
-Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps.
-Demonstrated ability to apply good judgement in the context of assignments given.
-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.


Planning & Organizing:
-Develops clear goals that are consistent with agreed strategies
-Identifies priority activities and assignments; adjusts priorities as required
-Allocates appropriate amount of time and resources for completing work
-Foresees risks and allows for contingencies when planning
-Monitors and adjusts plans and actions as necessary
-Uses time efficiently

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 client

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. CIPS and BI certifications are highly desirables. 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, including at least two years of work experience at the international level is required. Experience in providing logistics and supply chain support services in conflict or post conflict environment is desirable. Experience working with Enterprise Resource Planning (ERPs) systems or similar in the areas of 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 and Spanish(both oral and written) are required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

The United Nation Secretariat maintains rosters of qualified and available candidates to fill anticipated job openings in peacekeeping operations, special political missions, and other field operations. The purpose of this job opening is to generate a list of qualified candidates for inclusion in the roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.


No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2018 United Nations. All rights reserved

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