Associate Procurement Officer Associate Procurement Officer Vienna, Austria L, Vienna

Title: Associate Procurement Officer

​Requisition ID: 4031
Grade: L2
Country: Austria
Duty Station: Vienna
Category: Project-funded Professional and higher
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 200 series
Indicative Minimum Net Annual Salary: 79,545 USD
Application Deadline: 25-Jun-2024, 11:59 PM (CEST)

Vacancy Announcement
THE APPOINTMENT IS LIMITED TO THE SPECIFIED PROJECT(S) ONLY AND DOES NOT CARRY ANY EXPECTATION OF RENEWAL.
Female candidates are particularly encouraged to apply.
Detailed information on the project can be found at UNIDO’s Open Data Platform:

Organizational Context

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions. Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

The Directorate of Corporate Services and Operations, headed by a Managing Director, is responsible and accountable for the management of UNIDO’s human, financial and material resources, ensuring the capacity of the Organization to fulfill its mandate. The Directorate oversees a full range of financial, human resources management, procurement, information technology and general services to meet the needs of the Organization. Additionally, it exercises the responsibility for the ethics function in the Organization.

The Procurement Services (COR/PRO) is responsible for best practice supply chain management, procurement and contracting services on behalf of the Organization relating to Headquarters, the Vienna-based Organizations (VBOs), the Field, and technical cooperation services. The PRO develops and maintains all Long-Term Agreements and provides training and capacity building measures to internal and external stakeholders. The PRO also provides technical advice, guidance, and assistance to Project Managers/Allotment Holders on supply chain management, procurement & contracting and sustainable procurement related matters. Through its continuous engagement in the HLCM Procurement Network, Network on Procurement in International Organizations (NPIO) and adoption of best practice supply chain management procedures, the PRO is responsible for the regular review and update of UNIDO’s procurement manual and related model bidding and contracting forms and templates. The PRO is also assuming oversight functions in respect of institutional assessments, supply chain management-related advice, guidance and reviews in the context of UNIDO grant beneficiaries, including implementing partners. Finally, the PRO is involved in various procurement advocacy related activities.

The Associate Procurement Officer works under the direct supervision of the Chief, Procurement Services (COR/PRO) and in close collaboration with colleagues to support the mandate of the unit.

The Associate Procurement Officer is expected to deliver: (a) work that is analytical in contributing to results achieved by the Unit; (b) in creating an enabling environment for collaborative work, which is catalytic to achieving results; (c) in building relationships which contributes to counterparts engagement and (d) in achieving results that provide baselines for a service.

The UNIDO Staff Appraisal and Management System reinforces the collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her team and colleagues, within as well as outside the unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

Staff -members are subject to the authority of the Director General and in this context all staff are expected to serve in any assignment and duty station as determined by the needs of the Organization.

Project Context

The project aims to support the industrial development of the Global South countries with their efforts in fostering innovation, strengthening resilient value chains and establishing networks of industrial infrastructure, through private-sector technology transfer and skills development programme from Japan. Technological solutions proposed by Japanese companies will be implemented in the Global South countries in the form of feasibility studies and pilot demonstrations, with UNIDO’s Investment and Technology Promotion Office in Tokyo (ITPO Japan) in charge of the entire project management and implementation.

Global South countries are confronted with different type of vulnerabilities, despite their influential position in the political and economic agenda. The industrial infrastructure relying on oil and gas sectors and the excessive dependence on primary industries easily affected by the fluctuation of global food prices are typical examples. In recent years, their fragile industrial structures have been further exacerbated by series of global challenges. The climate change discussions towards low-carbon societies are a pressing issue for the Global South to transform the industrial architecture. While economic growth is primarily prioritized in Global South countries, they need to balance between the use of fossil-based fuels and the CO2 reduction, which is a big dilemma for those countries.

Against this backdrop, UNIDO, supported by funding from the Government of Japan, aims to provide sustainable and inclusive technological solutions with countries of the Global South through various tools and co-create innovative business models in partnership between Global South partners and Japanese technology-owning companies. This is expected to strengthen a more resilient supply of value chains and create a win-win relationship for both the Global South and Japan. As a result, Japan and the Global South will contribute to the creation of a globally sustainable and resilient supply chain.

The main objective of the project is to support the development of new businesses, in the form of feasibility studies and pilot demonstrations, through cooperation and co-creation between Japanese companies and partners of the Global South by providing effective and innovative technological solutions such as (1) Critical minerals, (2) Clean new energy, (3) Smart energy, (4) Industrial decarbonization, (5) Sustainable manufacturing, (6) Healthcare, (7) Circular economy, (8) Food sustainability, (9) Adaptation and mitigation of climate change, (10) Quality infrastructure and (11) Digital-oriented manufacturing, possessed by Japanese companies to address challenges currently faced by the Global South countries.

The expected outcomes are to generate new businesses and employment opportunities in the Global South countries through technology transfer and skills development from Japan, which include, but not limited to, fostering of innovation, strengthening of resilient value chains, and establishment of networks of industrial infrastructure in the implementation countries.

Procurement Context and Main Responsibilities

The Associate Procurement Officer, under the direct supervision of the Chief, Procurement Services (COR/PRO) and in close collaboration with colleagues to support the mandate, shall carry out the following activities to achieve the results and outcomes of the Procurement Services.

Strategic Procurement/Grants Management:

• Serve as an expert in the fields of procurement, contracting and grants management with responsibility for carrying out a variety of supplies and service contracts, grant agreements, among others, associated with highly complex technical and legal requirements in the context of the technical cooperation projects;
• Assist in developing and monitoring the procurement/grants planning activities, including planning detailed procurement/grants-related actions for the projects, collaborating with Project Managers to define and specify services, goods and grants requirements;
• Provide guidance to potential bidders, clients and other stakeholders of the project on matters related to rules and regulations of UNIDO’s procurement and grants management, whenever such needs arise;
• Conduct research and analysis on internal, external and international laws, rules, regulations, business practices and other matters related to procurement and grants management, and, when needed, organize discussion sessions or information sharing sessions with relevant colleagues in the Organization, upon request by the Chief;
• Collaborate with relevant partners to conduct market research, surveys and analysis, keeping abreast of market developments, trends and best practices, researching innovative/new technologies and products or services; with a view to evaluate and recommend potential supply sources and refine procurement requirements to ensure, where relevant, best value for money, best practice supply chain management, and sustainable procurement;

  Tactical/Operational Procurement:

  • Prepare and coordinate the required spectrum of procurement and grants management processes, bearing in mind best practice supply chain management and procurement & contracting principles, grants management, sustainable procurement, and best value for money considerations. These include preparing bidding documents, disseminating/publishing bidding documents, arranging bid conferences; issuing clarifications or amendments to bidding documents, arranging bid opening sessions, conducting the preliminary examination, comparison and commercial evaluation of bids, reviewing the technical evaluation performed by Project Managers, arranging for contract award or any other action, and preparing all related bidding and contract documents and templates/forms, memoranda and reports;
    • Conduct due diligence work to confirm that (i) the relevant procurement request is complete, (ii) the detailed justifications provided by the Project Manager satisfy relevant pre-conditions for invoking the relevant type of competition/waiver, and (iii) by invoking the particular type of competition/waiver, UNIDO’s procurement principles are upheld, where procurement cases require limited international or local competition, restricted competition or exception to competition;
    • Prepare procurement case submissions to the relevant authorized Procurement Official and/or the Procurement Committee for its review and subsequent approval by the Managing Director, COR, and, when required, attend meetings of the Committee to facilitate decision making processes;
    • Conduct negotiations with bidders/contractors when required;
    • Prepare and sign purchase orders/contracts/grant agreements up to authorized limits, and, in cases where the amount exceeds such limits, submit them for approval by the relevant authorized Procurement Official, by due reference to relevant commercial & technical terms and conditions;
    • Monitor the day-to-day administrative controls in the procurement/grants management cycle and adherence to terms and conditions, service-level agreements, key performance indicators in outstanding purchase orders/contracts/agreements. Conduct amendments, cancellations and extensions of purchase orders/contracts/agreements. Inform concerned parties on contractual rights and obligations. Formulates and recommend solutions to resolve issues/conflicts which may arise.

      Procurement/Grants Management Advocacy, Advice, Training & Guidance:

      • Prepare a variety of procurement- and/or grants management-related reports, presentations, and statistical information as needed;
      • Collaborate with other colleagues to provide training and capacity building measures to relevant stakeholders, both internal and external parties, on procurement, grants management or implementing partner agreement related processes;

        Undertakes other related duties and assignments as required by the Chief, Procurement Services.

        Core Values and Competencies

        Core Values

        WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.

        WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner. WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.

        Key Competencies

        WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.

        WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.

        WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.

        WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

        Minimum Organizational Requirements

        Education

        Advanced university (Master’s or equivalent) degree in business administration, economics, international law, public administration, commerce, or other related discipline is required.

        A minimum of UNDP CIPS Level 2 certificate or equivalent recognized qualification in procurement is desirable.

        Experience

        • A minimum of three (3) years of professional experience in the areas of procurement, grants management, business management services, supply chain management, including experience in private industry and/or in governmental or international organizations, is required.
        • Some experience in the fields of public/UN procurement policies, rules and regulations is desirable.
        • Ability to work in a multi-cultural environment is desirable.