Overview
Manages the Acquisition Planning and Requisitioning Unit, focusing on establishing acquisition frameworks, administering and monitoring the upstream aspects of the Mission's supply chain to ensure continuous supply of goods and services.
Key Responsibilities
- Manages the Acquisition Planning and Requisitioning Unit (APRU) with emphasis on establishing baseline acquisition frameworks during mission startup, including rapid deployment of critical goods/services, interim sourcing arrangements, and transition to sustainable, compliant long-term contracts.
- Administers, monitors and tracks the upstream aspects of the Mission's supply chain to ensure that a continuous supply of goods and services are available to meet operational requirements, and monitors overall supply chain plans including demand and source plans in the strategic, tactical and operational time horizons.
- Oversees work plans and supervises staff; establishes priorities and sets performance goals for staff; recommends and coordinates training programs; actively engages in management of duties performance and ensures the provision of management, guidance development, training, constructive feedback, performance evaluation and appraisal, and provision of administrative support and other management functions to staff in his/her area of responsibilities; and, provides expert guidance and direction to new and/or junior staff.
- Monitors the supply chain plan and ensures that specifications / SOWs are made available and procurement action is timely initiated by raising relevant requisitions (shopping carts) for goods, services and freight.
- Coordinates with global/local integrated business planning and/or Mission Supply Chain Planning Tool oversight body regarding strategic mission objectives and mission priority projects requiring support in terms of materials and services.
- Coordinates with technical sections/units their projected demand ahead of budget formulation to establish the mission's annual supply chain plan based on mission priorities.
- Analyses budget projections and supply chain plans from technical units through review of stock holdings, consumption patterns, procurement cycle times, requirements, and forecasts of internal and external customers.
- Liaises with Office of Supply Chain Management in UN Headquarters regarding the submission of the mission's supply chain plans as input for the consolidated global supply chain plans.
- Integrates and monitors the implementation of the Mission Supply Chain Plan; Coordinates with UNGSC and/or counterparts in other Missions on the availability of items prior to making decision to acquire new items either for replacement or additional requirements.
- Develops strategies and design innovative solutions, in coordination with Procurement Section, for implementation of the Mission Supply Chain Plan, considering total value and cost of ownership (TVO/TCO) in sourcing options, including global and regional system contracts, local market and other conditions, logistics forecasting, inventory holdings, consumption patterns, supply schedules, and ongoing assessment and prioritization of operational supply chain requirements.
- Serves as a senior acquisition planning expert with responsibility for the development and management of the acquisition plan of various services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, office supplies, furniture and fixtures, accommodation and office equipment etc.), including supply chain planning improvement initiatives and coordination of transportation requirements, service contracts requirements and maintenance plans of assigned services, taking into account different procurements methodologies, lead times and sourcing options available to the Missions.
- Plans, develops, reviews, and evaluates internal controls over acquisition activities and support functions, with heightened focus on fraud prevention, vendor due diligence in high-risk markets, and audit readiness in a startup mission with evolving oversight structures
- Provides expert advice periodically to officials of substantive and technical units on the progress of acquisition activities and detailed status of implementation of the acquisition plan, including a full range of encountered procurement and other supply chain issues, providing them with support and guidance at all stages of the procurement cycle, and oversees the preparation of the quarterly review for submission to UNGSC and UN HQ.
- Interacts regularly with internal stakeholders to review changing priorities and emergencies and establishes approaches for adjustments;
- Liaises as appropriate with other components of the Mission to ensure an efficient and cohesive approach to managing areas of mutual interest.
- Develops, reviews, evaluates, and upgrades mission policies and procedures governing the acquisition planning and requisitioning process, Standard Operating Procedures (SOPs), guidelines and instructions governing incoterms, the procurement process, including delivery and payment.
- Supports Technical Sections in the Management of critical, complex, high value contracts and maintain minimal oversight of other contracts to include monitoring of contract periods, expenditure tracking, performance monitoring and reporting through Contract Performance Reporting Tool (CPRT) and the Instant Feedback System (IFS).
- Support the development and implementation of operational plans, standard operating procedures (SOPs), initiatives and projects relating to contract compliance and performance management;
- Support the procurement process including providing input to statement of works/requirements, assist in the development of technical evaluation criteria and guidance during contract drafting.
- Resolve conflicts/performance issues arising in cases of poor performance or non- compliance with contractual obligation by either party to the contract;
- Prioritize mentorship and technical upskilling of national staff, with intentional efforts to recruit, retain, and advance women in acquisition planning functions; ensure equitable access to APRU training and high-visibility procurement assignments
- Performs other related duties as required.
Required Experience
- A minimum of seven (7) years of progressively responsible and relevant experience in at least three of the following supply chain management areas: supply chain planning to include demand/source and acquisition planning; procurement; general logistics; contract management; or other related areas relevant to acquisition planning and the requisition process in an international environment are required.
- A minimum of three years supervisory experience in handling and managing supply chain management functions (Acquisition Planning, Demand Planning and Contracts management) in a large international organization or UN field Mission is required.
- Practical experience carrying out data analyses, understanding of statistical forecasting techniques and models with mathematical reasoning capability to interpret the outcomes accurately is desirable.
- Experience with MRP (Materials Requirements Planning), ERP (Enterprise Resource Planning), e.g., SAP ECC (ERP Central Component), or SRM (Supplier Relationship Management) in the areas of production planning, scheduling, inventory control, procurement and logistics processes an international environment is desirable.
Qualifications
- Advanced university degree (Master's or equivalent degree) in supply chain management, business administration/management, logistics, procurement or related fields is required.
- A first-level university degree in combination with two additional years of relevant work experience may be accepted in lieu of an advanced university degree.
- Certification in Supply Chain (SCOR-P, CSCP or equivalent) or Lean Six Sigma is desirable.
