Chief of Procurement Section

Reason

Chief of Procurement Section

Organizational Setting and Work Relationships

The Supply Management Service consists of three Sections including the Procurement Section. This position falls under the direct supervision of the Head of the Supply Management Service (SMS) and will steer the work of the Procurement Section. The incumbent will supervise staff in the international professional and general service category.

The Procurement Section will support and conduct the procurement of goods and services based on requests from HQ locations. The work will be distributed to cover the needs of the various HQs departments and Bureaux etc. This will ensure effective and efficient procurement in conformity with the prevailing rules and regulations. The incumbent will review and clear procurement cases and will assist the supervisor in presenting them to the HQs Committee on Contracts. The incumbent will lead the development of effective procurement strategy in cooperation with the HQ requestors and other relevant colleagues in DEPS and therefore s/he is expected to have high-level stakeholder management skills.

The incumbent is expected to lead the Procurement Section covering HQ and global strategic and complex procurements (eg WorkDay HR platform Oracle ERP CRI etc) and act as the repository of procurement expertise in the organization engaging on issues of organization-wide impact such as policy development as well as inter-agency matters including UN common services HLCM (Procurement Network) etc. The position also leads on new initiatives including greening procurement CBI/crypto-currency contracting etc.

Furthermore the incumbent will develop and review procurement actions for strategic or complex services and goods and clearly define terms and conditions ensure best value for money and pro-actively manage associated risks. S/he will provide advice on the establishment of (global) frame agreements upgrade of operating systems/tools as well as on revising / developing procurement policies and procedures.

The incumbent will provide particular attention to establishing an effective global framework for managing suppliers across the three dimensions of administration contract performance and ethical compliance. Good and professionally ethical relations will be maintained with suppliers. This gives a key external image of the functions where the incumbent must represent the Organisation with gravitas and with the required technical expertise that will engender confidence among suppliers sister UN Agencies and other external stakeholders.

The incumbent is expected to work under minimum day-to-day supervision and thus should have extensive experience in managing procurement teams in their daily work. The incumbent may also act as officer-in-charge for the Supply Management Service as and whenever required.

Contextually the Procurement Section is expected to deliver an improved service to clients and the Chief of Procurement Section must therefore provide dynamic leadership to ensure that a high quality procurement service is combined with faster turnaround of end-to-end procurement actions (from planning to contract/order placement).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities in line with the regulatory framework of UNHCR which includes the UN Charter UNStaff Regulations and Rules UNHCR Policies and Administrative Instructions as well as relevant accountability addition staff members are required to discharge their responsibilities in a manner consistent with the core functional cross-functional and managerial competencies and UNHCRs core values of professionalism integrity and respect for diversity.

Duties

• Standardize procurement with due emphasis on quality as well as reduced procurement costs and delivery lead-time.
• Oversee the adherence to contractual agreements performance requirements and delivery schedules
• Work towards identifying new suppliers to increase competition as well as greater quality efficiency and cost effectiveness.
• Lead UNHCRs Procurement units by a coherent procurement strategy and monitor their adherence to ensure procurement and contracting standards.
• Develop an effective contracting strategy for contracts to serve HQ-based requesting units.
• Use procurement planning tools to their best effect to produce realistic contracting plans. Implement and periodically review the progress to ensure maximum effectiveness and efficiency.
• Develop relevant contacts and build constructive relations with partners and a large number of external counterparts.
• Develop and prepare strategic or complex procurement actions and contracts by innovating contractual language to clearly define agreed terms and conditions ensure best quality/delivery terms and pro-actively manage associated risks.
• Evaluate purchase requisitions prepare and dispatch quotation requests and/or tenders guide and support the evaluation of offers and bid-tabulations.
• Negotiate with suppliers prepare and present recommendations to the HQs Committee on Contracts in conformity with UN/UNHCR Financial Rules and Regulations.
• Prepare contracts and Purchase Orders based on Statement of Works or Terms of Reference from requesting sections and send confirmations requests for inspection and other correspondence.
• Conduct market surveys identify assess and select vendors based on their capability for timely and effective delivery.
• Review and advise on relevant purchase requests to ensure they are complete and in accordance with specifications standards procurement policy and procedures available resources and delivery time.
• Contribute to the development and provision of procurement training.
• Develop and implement procurement policy and practical projects to improve contracting performance.
• Monitor the quality and accuracy of contract related data in relevant business systems.
• Compile and analyse statistical information identify trends and developments in contract related matters for decision making.
• Organize and conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to relevant parties.
• Monitor and measure tender timelines and aim for continuous improvement.
• Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate as needed. If a Risk Owner designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year as needed.
• Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education

Commercial Law; International Business Law; Business Administration;

Economics; International Business; Supply Chain Management;

Procurement; or other relevant field.

Certificates and/or Licenses

HCR Supply Chain Lrng Prog; Logistics

IAPSO/UNDP Procurement; UN Joint Logistics Centre;

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Minimum 10 years of work experience in the area of procurement management either in international organizations and/or commercial companies. Certified solid experience in procurement processes and in developing technical specifications for procurement of goods and services. Knowledge of international trade practices world-wide sources suppliers standards and engineering/technical products. Knowledge of commercial contracting and establishing complex commercial contracts. Ability to provide guidance in a timely and understandable manner to staff that may not be familiar with the procurement process and/or rules regulations or terminology. Excellent managerial skills. High sense of responsibility work under stress and be highly responsive to deadlines. Ability to maintain courteous impartial and objective relations with suppliers; export councils UN Agencies and NGOs. Functional expertise across complex services and goods requirements including strategic and practical issues. A combination of excellent technical proficiency and management skills including the ability to effectively negotiate communicate and persuade.

Desirable

Relevant UNHCR/UN training record (Supply Chain Learning Programme (SCLP) IAPSO UNJLC or other UN Procurement and Logistics Trainings). Advanced knowledge of Microsoft Office applications (Word Excel PowerPoint etc.). Knowledge of ERP systems and IPSAS..

Functional Skills

*SC-International Trade Standards (INCO)

*MG-Organisational Development

*SC-UNHCR Procurement Rules and Procedures

(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering and Building Trust

Judgement and Decision Making

Leadership

Managing Performance

Managing Resources

Strategic Planning and Vision

Cross-Functional Competencies

Negotiation and Conflict Resolution

Planning and Organizing

Stakeholder Management

The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening shortlisting and selection of candidates.

All UNHCR workforce members must individually and collectively contribute towards a working environment where each person feels safe and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse harassment including sexual harassment sexism gender inequality discrimination and abuse of power.

As individuals and as managers all must be proactive in preventing and responding to inappropriate conduct support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station please visit this link:

of Position:

The position is within Supply Management Service (SMS) of the Division of Emergency and Program Support (DEPS) and is based in UNHCR s GSC in Budapest forming a part of SMS senior management team and working closely with HQ Divisions and RBs to ensure timely and professional support in all procurement actions and issues. Procurement within SMS is structured into two differentiated Sections: the Field Procurement supporting procurement at the field and the Procurement HQ (this position) managing procurement needs of HQ departments and procurement actions with organization-wide scope (eg CRIs). Specialized areas of procurement include CBI Private Sector Fundraising and IT needs. SMS continues to be engaged in the revision of the organization-wide ERP system.

The position plays a key role in developing rel. policy and procedures risk management and oversight in procurement systems and practices. As this is a non-rotational position the incumbent is expected to lead the Procurement Section covering HQ and global strategic and complex procurement (eg WorkDay HR platform Oracle ERP CRI etc) and act as the repository of procurement expertise in UNHCR engaging also in policy development as well as inter-agency matters including UN common services HLCM (Proc. Network) etc. The position also leads in greening procurement CBI/crypto-currency contracting etc. The incumbent will also oversee the Sourcing and Global Market Unit and will liaise with the Procurement Support Unit of DEPS on QC and oversight.

DEPS promotes equality and diversity at workplace.

Living and Working Conditions:

The position is based in HQs in Budapest which is the capital of Hungary where adequate infrastructure health education banking and recreational facilities are easily accessible. Budapest is H category Duty Station. There are no specific security concerns not withstanding incidental events. Personal security is generally not an issue. However staff members should be cautious and take responsibility for their own personal and residential security.

Additional Qualifications

Skills

Bi-Annual 2026 Compendium - Part B

Additional Information