Procurement Advisor

The incumbent will work in close collaboration with programme, operations and project teams to support the achievement of project objectives and organizational priorities.

Rio de Janeiro (RJ), Brazil

Six (6) months

Background The main mandate of the United Nations Human Settlements Programme (UN-Habitat) is to promote sustainable development of human settlements and policies conducive to adequate housing for all. Within this framework, UN-Habitat supports central and state governments, as well as local authorities and other partners for the implementation of the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals and the New Urban Agenda. UN-Habitat helps the urban poor by transforming cities into safer, more inclusive, compact, integrated, resilient and connected places with better opportunities where everyone can live with dignity. It works with organizations at every level, including all spheres of government, civil society, and the private sector to help build, manage, plan and finance sustainable urban development. The Regional Office for Latin American and the Caribbean – ROLAC – is based in Rio de Janeiro, Brazil. The Agency puts emphasis on developing and managing activities in the host country. Indeed, for the past years, UN-Habitat has expanded its portfolio in Brazil by working with the three tiers of government to support the formulation and implementation of more effective, sustainable, participative, and socially fairer urban economic, social, and environmental policies. To properly implement the initiatives that UN-Habitat has in Brazil, a Procurement Analyst is required. Report to UN-Habitat Manager The Procurement Advisor reports to the Head of Brazil Office and the Programme Management Officer of ROLAC, who will evaluate him/her. Responsibilities The Procurement Advisor will support the implementation of the programme and project portfolio of UN Habitat Brazil Country Officer, and its activities ensuring compliance with organizational procurement policies, procedures, and ethical standards with the following responsibilities: a. Procurement Planning: Contribute to the development, implementation and monitoring of procurement plans for goods, services, and works in line with approved workplans, budgets, and timelines. Align procurement strategies with programme, finance, and operations priorities. b. Facilitate end-to-end procurement processes, from procurement planning and market research through solicitation, evaluation, award, contracting, delivery, and closure, ensuring transparency, fairness, efficiency, and value for money. c. Prepare, review, and maintain procurement documentation, including solicitation documents, requests for quotations/proposals, evaluation reports, contracts, purchase orders, amendments, and related records, ensuring accuracy and compliance with established procedures. d. Maintain accurate, complete, and up-to-date procurement and financial records and ensure that relevant documentation is properly organized and filed in corporate systems and readily available for review. e. Provide market research and supplier analysis, identifying potential vendors, assessing market conditions, comparing offers, and providing evidence-based recommendations to promote value for money and competitive procurement. f. Faciliate supplier and vendor engagement throughout the procurement cycle, ensuring timely communication, clarification of requirements, delivery of documentation, and compliance with contractual obligations. g. Contribute to monitor contract implementation and supplier performance, including deliverables, milestones, timelines, quality requirements, amendments, payments, and contract closure, identifying issues and proposing appropriate corrective actions. h. Provide technical review procurement requests and supporting documentation to identify compliance requirements, gaps, inconsistencies, and potential risks, and propose appropriate solutions before processes advance. i. Identify and assess procurement risks and implement appropriate mitigation measures to strengthen compliance, transparency, efficiency, and business continuity. j. Provide technical guidance and advice to programme and project teams on procurement policies, procedures, planning requirements, documentation, procurement methods, and applicable thresholds. k. Contribute to the development and implementation of procurement tools, internal templates, workflows, and standard operating procedures, promoting consistency, efficiency, and continuous improvement of procurement practices. l. Monitor commitments, and expenditures against approved project budgets, identifying variances, potential bottlenecks, and emerging procurement requirements and proposing adjustments when necessary. m. Review and follow up on procurement-related financial transactions, including purchase orders, invoices, payments, advances, reimbursements, and vendor contracts, ensuring consistency between procurement documentation, contractual obligations, and approved budgets. n. Prepare procurement and project-related reports, analyses, and updates for internal management, project teams, partners, and other relevant stakeholders at different stages of project implementation. o. Contribute to audits, financial reviews, and compliance assessments, ensuring the timely availability of procurement and financial documentation and addressing identified findings and recommendations within the relevant area of responsibility. p. Ensure timely monitoring of procurement and financial reporting requirements and deadlines, compiling and analyzing relevant information and contributing to accurate and timely reporting to internal and external stakeholders. q. Contribute to inventory and warehouse management activities, ensuring appropriate records, controls, stock monitoring, asset accountability, and compliance with applicable procedures. r. Maintain organized and accessible procurement information and records, ensuring that relevant data, documentation, contracts, and supplier information can be readily retrieved and used for decision-making and reporting. s. Draft official correspondence, letters, memoranda, and other administrative documents related to procurement, suppliers, projects, and institutional processes, as required. t. Participate in missions, meetings, supplier engagements, and other official activities as required, representing the procurement function and contributing relevant technical expertise. u. Collaborate with programme, finance, operations, HR, legal, and other relevant teams to identify procurement requirements, address implementation challenges, strengthen internal controls, and ensure timely delivery of project activities. v. Provide technical inputs for improvement to procurement processes and internal controls, drawing on operational experience, data, audit findings, and feedback from internal and external stakeholders. w. Contribute to compliance with UN-Habitat quality standards and project requirements, ensuring consistency with institutional guidelines, methodologies and expected outcomes. x. Ensure the adoption of ethical principles in the course of the consultancy, particularly regarding active listening, respect for diversity and the promotion of safe, inclusive and participatory learning environment. y. Perform any other management-related duties assigned by the Head of Brazil Office or the Programme Management Officer, consistent with the functions of the position. The consultant will be responsible for completing all courses and training activities that are indicated to him/her by his/her supervisor. The security course BSAFE, from UNDSS, is required to be accredited during the first month of employment. The consultant will be responsible for his/her own security, so the person should get familiarized with United Nations security mechanisms and comply with them according to the Framework of Accountability for the United Nations Security Management System. Outputs/Work Assignment The consultant will support the project’s implementation according to the stated responsibilities.

Education Required:

• Bachelor's degree in Finance, Accounting, Economics, Business Administration, Public Administration, Management, or a related field is required.
• Postgraduate specialization (Master’s or equivalent) in procurement, supply chain management, Finance, Accounting, Economics, Business Administration, Public Administration, Management, or a related field is required, or additional 4 years of relevant technical experience to the post, beyond the requirement.
• CIIPS Level 4 certification (or equivalent international procurement certification) is desirable.
• Specialized training in procurement, contract management, or supply chain systems within the UN or other international organizations is desirable. Work experience
• Minimum of six (6) years of progressively responsible professional experience in procurement, purchasing, contract management or supply chain is required.
• Demonstrated experience in planning, managing, and monitoring procurement processes for goods, services, and works.
• Experience in supplier and vendor management, procurement risk assessment, and monitoring of contractual deliverables and expenditures is desirable.
• Previous experience within the UN System is desirable. Skills
• Proficiency in MS Office (Word, Excel, Outlook) and ERP/corporate procurement systems.
• Strong knowledge of procurement principles, solicitation methods, contract management, and compliance requirements.
• Strong analytical and organizational skills, with the ability to review procurement data, assess supplier information, monitor expenditures and contractual commitments, identify risks, and prepare clear and accurate reports, are required.
• Good knowledge on project management methodologies is desirable. Competencies
• Professionalism: Demonstrates professional competence and mastery of financial management principles and practices; applies sound judgment; shows persistence in meeting commitments and achieving results; demonstrates integrity and accountability.
• Planning and organization: Develops clear goals and priorities; identifies priority activities and assignments; allocates appropriate time and resources for completing work and meeting deadlines.
• Communication: Speaks and writes clearly and effectively; listens to others and responds appropriately; demonstrates openness in sharing information and keeping stakeholders informed.
• Teamwork: Works collaboratively with colleagues and partners to achieve organizational goals; values diversity; contributes to an inclusive and respectful work environment. Knowledge Management
• Contribute to the documentation, organization and dissemination of relevant technical knowledge and lessons learned related to the assignment.
• Support the preparation of tools, templates and reference materials that facilitate that effective project implementation.
• Ensure information, records and documentation produced under the assignment are properly organized and made available to authorized personnel.
• Promote knowledge-sharing and collaboration among project teams while ensuring compliance with applicable confidentiality and data protection requirements.

Travel details: Applicable The incumbent may be required to undertake official travel within Brazil, subject to project requirements and prior authorization of Head of Brazil Office. All official travel will be undertaken in accordance with applicable United Nations travel policies and procedures. Contract type LICA, UNOPS Remuneration Remuneration will be determined in accordance with the applicable UNOPS Local ICA or UNDP’s salary scale and the level established through the official classification process. Notes Appointment against this post is on local basis and only nationals from Brazil or external candidates who hold a permanent visa in Brazil may apply. The extension of this contract is subject to availability of funds and/or performance. Any contract extension is not automatic. It is required for all the curricular information to be inserted in the system, which may take a few hours. Only complete applications in English will be considered. All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted. Applications should be submitted through INSPIRA and must include all documents required at the system, please be ready to include the following information at the “Candidate Profile” (CP) at Inspira:

• Cover memo (maximum 1 page)
• Educational Background (incl. dates)
• Professional Experience (assignments, tasks, achievements, duration by years/ months)
• Expertise and preferences regarding location of potential assignments
• Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)* * Please note that Internships and part-time count as 50%. In addition to it, note experience not relevant to the position will not be considered. All applications should be submitted to: Inspira UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning people or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: recruitment@unon.org.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.