Title: Procurement Management Coordinator

​​Requisition ID: 3652
Grade: ISA-Specialist
Country: Austria
Duty Station: Vienna
Category: International Consultant
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Contract Duration: 12 months
Application Deadline: 03-Apr-2024, 11:59 PM (CEST)

Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Female candidates are encouraged to apply.

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.

CONTEXT

The Procurement Services (PRO) has developed a series of proposals with purposes for the procurement process improvement, applying various management measures, such as outsourcing, partnerships, process streamlining, decentralization, among others.

Meanwhile, in their implementation process, it was recognized that such reform measures would need a thorough analysis and examination in terms of their potential risks, cost, benefit, internal control and compliance, along with close coordination with other management initiatives. Such analysis and examination may lead to the Organization’s result-risk mapping exercise, where identification of operational risks associated with the procurement processes is requested. Such risks may exist also in the areas of internal and external customer relations, information technology, centralized and decentralized procurement processes, operational support to Field Offices, among others.

Furthermore, such reform measures and risk management measures need to be properly reflected in the existing or new/revised manuals, guidelines, training materials and policy documentations for procurement and grants management.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Chief, Procurement Services (COR/PRO), and working closely with Procurement Officers and other personnel in the Organization, who are relevant to the subject matter, the incumbent shall carry out the following duties:

• Conduct studies and assessments recommended by the Office of the Evaluation and Internal Oversight (EIO), such as cost-benefit analysis, risk assessment, internal control assessment, among others, on the PRO proposals, in consultation with COR/OMD;
• Act as a representative of COR/OMD and PRO, working closely with relevant offices, and coordinate PRO proposals with other parallel initiatives as well as ODG/LEG and CMP;
• Lead and coordinate PRO actions in reviewing, proposing changes and initiating necessary internal processes associated with internal policies, rules and regulations, relevant to the PRO proposals and in view of the EU Pillar Assessment;
• Coordinate PRO’s efforts in revising and updating procurement-relevant manuals, guidance notes, handbooks, Intranet info, etc. reflecting process changes and improvements introduced by the PRO proposals.
• Prepare bi-monthly progress reports on the above studies and assessment work for PRO Chief’s review and approval.

Further to the above, as a general contribution to the procurement operations, the incumbent is expected to provide the following services to the Organization’s internal clients, including:

• Contribute to the Organization’s policies, guidelines, manuals, and other relevant documentations related to procurement and grants management in consultation with relevant internal and external partners, such as Financial Services (FIN), Office of Legal Affairs and Compliance (LEG), and Funding Partner Relations (GLO/FPR);
• Provide guidance to clients on matters related to rules and regulations of 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;

Procurement Operational Risk Identification

• Review various procurement and grants management processes and identify risk areas or specific risks associated with the processes;
• List up and make selections of important risks that are to be reported to the Result-Risk Mapping exercise, in consultation with the PRO Chief.

Preparatory Activities - Information gathering

• Review and study documents, reports, manuals, web sites, among others, and collect data and information that are relevant and available to the subject matter;
• Interview and consult relevant UNIDO personnel, such as Procurement Officers and Assistants, Project Managers and Assistants, Finance Officers and Assistants, and auditors of the Internal Oversight Unit (EIO), either individually or as a group, and collect views, testimonials, experiences, ideas, suggestions, etc.;
• Summarize, organize and maintain findings from the above preparatory activities in an organized manner for the PRO Chief’s review;
• Analyze the collected information, categorize them into risks and benefits or any other relevant categorizations.

Development of Report and Presentation

• Develop an outline of the report/presentation when needed in consultation with the PRO Chief;
• Draft a report/presentation according to the agreed-upon outline that summarizes identified findings from various preparatory activities, in consultation with the PRO Chief;
• Present the draft report/presentation to PRO staff and collect feedback for further refinements;
• Finalize the report/presentation for PRO Chief’s approval;
• Prepare necessary documentations for a submission of the report/presentation to the senior management of UNIDO.

The above tasks are to be conducted in principle at the UNIDO HQs at the Vienna International Center (VIC).

There is no traveling or official missions involved in this assignment.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education

Advanced university degree (master's degree or equivalent)in economics, business administration, international relations or other relevant discipline is required.

Technical and Functional Experience

At least five (5) years of professional experience in technical cooperation project management, economic or business analysis, entrepreneurship development, including some exposure at the international level, is required. Ability to research and analyse information independently and recommend solutions is required. Ability to write in a clear and concise manner is required. Ability to work effectively in multi-cultural teams is required.

Languages

Fluency in written and spoken English is required.

REQUIRED 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.

This appointment is limited to the specified project(s) only and does not carry any expectation of renewal.
Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.

All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process. Selected candidate(s) may be required to disclose to the Director General the nature and scope of financial and other personal interests and assets in respect of themselves, their spouses and dependents, under the procedures established by the Director General.

Visit the UNIDO website for details on how to apply: www.unido.org

NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.

Notice to applicants:
UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: recruitment@unido.org