Procurement and Supply Chain Management Job Descriptions - Procurement and Supply Chain Management Duties and Responsibilities

Procurement and Supply Chain Management Job Purpose

The Procurement and Supply Chain Manager take a leadership role in executing effective and efficient procurement and supply chain services in ensuring values and competencies in maintaining transparency, integrity and compliance with established rules and regulations. Specifically, the Procurement and Supply Chain Manager will perform the following responsibilities, but not limited to:

Procurement and Supply Chain Management duties and responsibilities

Procurement and Supply Chain Management

• Manage the entire process in the planning of procurement and supply chain activities, inventory control, logistics and distribution, ensuring effectively-functioning processes to avoid costly delays and lost opportunities
• Ensure effective lines of communication between the Programme Management Office, Project/Programme Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the most appropriate procurement procedures
• Be responsible for introducing process improvements in the supply chain and identify new vendors/suppliers without jeopardizing quality and service delivery
• Manage relationships with vendors, suppliers and contractors that facilitate smooth flow of services to UNOPS Afghanistan and projects/programmes
• Ensure full compliance of procurement activities with the UNOPS Procurement Manual, Financial Rules and Regulations (FRR), relevant Organizational Directives and Administrative Instructions
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements
• Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business processes monitoring and elaboration of improvements in systems and processes
• Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation and risk assessment
• Implement strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement
• Ensure timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, ITB and RFP, receipt of quotations, bids and proposals, evaluation and negotiation of certain conditions of contracts in full compliance with UNOPS Procurement Manual and the FRR
• Review and pre-clear submissions below Contracts and Property Committee (CPC) thresholds for award of contracts by the Procurement Authority (PA), and review similar submissions to both the Local and Headquarters CPC (LCPC/HQCPC)
• Develop and manage the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms
• Prepare monthly, quarterly and annual procurement plans and progress reports as required
• Lead the establishment and management of professional procurement services through Long Term Agreements and networking with other UN agencies on similar agreements
• Promote a zero-tolerance for violations of procurement policies and procedures.

  Contracts Administration and Management

• Provide oversight over various contract management processes and ensure transparency
• Develop and implement systems for internal control that would ensure compliance with contractual terms and conditions in collaboration with Project/Programme Managers and Team Leaders
• Negotiate contract terms with bid winners and the selected contractors in the best manner achieving the best interest of UNOPS, its clients and beneficiaries
• Monitor and analyze contract performance against agreed benchmarks through agreed reporting mechanisms and advise projects on potential issues and recommend remedial actions
• Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations and convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes
• Conduct activities required by the contract including logistical support, accreditation, licensing, verification of goods, monitoring of activities and performance of subcontractors
• Develop appropriate contract management tools, guidelines and manuals for standardization and knowledge sharing purposes
• Prepare Purchase Orders, Amendments, and requests for contract awards and/or waivers for accumulated procurement values ensuring that all specifications, terms and conditions are clear and correct

  Logistics and Asset Management

• Take full responsibility for assets and inventory management of all expendable and non-expendable items under the projects
• Initiate assets tagging, verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures
• Facilitate customs clearance of imported supplies, materials, equipment and/or vehicles for all UNOPS assets held by projects
• Monitor life-cycle/shelf-life of assets and equipment
• Ensure all stores and equipment held by the projects are stored safely, correctly and securely depending on item classifications
• Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held
• Visit field offices on a regular basis with the aim of monitoring and evaluating the provision of logistical inputs and identify actions to be taken and implement necessary improvements in the system
• Liaise with the Regional Office and/or HQ on all logistics issues if and when applicable

  General

• Organize and deliver trainings for the operations/project personnel on procurement, supply chain, logistics, assets management and synthesize lessons learned and best practices
• Ensure regular submission of procurement activity reports, logistics and assets reports to management and projects
• Ensure all activities are compliant with standard reporting requirements and audits
• Manage the entire Procurement Office and coordinate with respective practitioners from projects and programmes
• Perform other duties as may be assigned from time to time.

  Competencies

• Ability to lead procurement processes using specific procurement methods and to analyze procurement and supply chain service requirements
• Demonstrates integrity by modeling the UN’s values and ethical standards
• Good understanding of UNOPS business, operational environment and its clients as well as the UN mandate
• Strong analytical skills
• Focuses on impact and result for the client and responds positively to feedback
• Leads teams effectively and shows conflict resolution skills
• Consistently approaches work with energy and a positive, constructive attitude
• Builds strong relationships with clients and external actors
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
• Ability to advocate and provide policy advice
• Ability to promote integrity and business ethics; demonstrate mature judgment, trust and open communication; ability to ensure effective team work, collaborative behaviour and team spirit
• Ability to develop collaborative and harmonious relationship with external partners and clients at the senior level.
• Excellent communication and negotiation skills to persuade and influence others
• Ability to multi-task and prioritize work schedules

  Education/Experience/Language requirements

• Advanced University Degree (Masters Degree or equivalent) in Procurement, Supply Chain Management, Business Administration, Commerce, Economics, or related field.
• A first level university degree with a combination of relevant academic qualifications and additional 2 years of relevant experience may be accepted in lieu of the advanced university degree
• At least 7 years of progressively responsible experience in the delivery and management of procurement and supply chain services, logistics and assets management
• Previous experience within a conflict and/or post-conflict setting highly desirable
• UN/UNOPS experience a distinct advantage
• CIPS certification highly desirable
• Proficient in the use of computer applications and systems
• Fluency in both verbal and written English is essential. Knowledge of a second UN working language an asset

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