Associate Procurement Officer

Hardship Level

D

Family Type

Non Family with Residential Location

Family Type

Non Family with Residential Location

Residential location (if applicable)

Addis Ababa,Eth Fed Dem Rep

Grade

PR2

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Target Start Date

2025-07-01

Deadline for Applications

July 11, 2025

Standard Job Description

Associate Procurement Officer

Organizational Setting and Work Relationships
The position may be located at Headquarters (within DEPS), in a Regional Bureau or in a Country Office. The incumbent normally reports to the Supply Officer or Procurement Officer. In the Country Operation s/he normally reports to the Head of Office, to the Representative or the Deputy Representative - Operations at the same level as the Programme and Administration functions. S/he directly supervises general service staff.

The Associate Procurement Officer conducts and/or supports the procurement activities in a timely and cost-effective manner in conformity with UN/UNHCR's procurement rules and regulations. In Bureaus and Country Operations, s/he maintains regular contact with other UN agencies, NGOs, government partners and commercial contractors in the area of responsibility to facilitate all procurement activities. As and when required, the incumbent will provide procurement functional advice to other units under the respective area of responsibility (AOR) and assist in drafting (frame) agreements some of them of complex nature, and in providing inputs to the upgrade of operating systems/tools as well as on procurement policies and procedures.

The incumbent takes part in the development of effective procurement strategy, in cooperation with requesting units, leveraging sustainability, social, economic, environmental and/or climate considerations in support of SDG12.

The incumbent maintains impartial, ethical and customer-oriented relations with suppliers and Partner organizations; exchanges information with counterparts in other UN agencies, and International Organisations within the limits established by UN/UNHCR Procurements Rules and assists with joint procurement actions if, as and whenever necessary.


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, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Support the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs.
- Conduct market surveys, identify, assess and select potential vendors.
- Ensure high quality standards for goods and services procured by UNHCR by developing, if required, and maintaining specific internal control and self-evaluation criteria/procedures.
- Apply UNHCR's sourcing and procurement strategy when planning for purchase of important commodities and services.
- Review the requisitions, specifications and required delivery.
- Prepare the tendering documents (Request for Proposals, terms of references) ensuring that the bidding process is in line with the established UN/UNHCR Financial Rules and Procedures and procurement regulations and guidelines.
- Analyse bids, prepare/review financial evaluation and coordinate the entire evaluation process.
- Negotiate with suppliers, develop and prepare often complex contracts for procurement of goods and services by defining terms and conditions, ensuring best quality/delivery terms and pro-active management of associated risks.
- Build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
- Manage vendors and the related processes including identification, assessment and selection of vendors based on their capability for delivering commodities and services. Ensure vendor and item master databases are up to date.
- Oversee tender processes and review or draft proposals for award of contracts to the relevant Committee on Contracts.
- Conduct periodic contract performance reviews in conjunction with requesting units and provide feedback to requestors and vendors.
- Guide the offices should they need additional office space or extensions to their office leases, lease hold improvements or other construction. Carry out the procurement aspect of the establishment of office leases or extensions.
- Work with CBI stakeholders the design and implementation of the market assessment and market monitoring to determine if CBI is option. Contribute to the procurement action to contract Financial Service Providers (FSP).
- Advise operations and colleagues on partner procurement multifunctional team role and Partner Procurement Qualification processes and requirements.
- Recommend partners for supply chain projects based on objectives, priorities, strengths and resources of the UNHCR Partner and/or contractor, according to criteria consistent with UNHCR rules and regulations.
- Collect accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
- Liaise, as appropriate, with the requesting units at HQ and in the field, to provide procurement advice on relevant policies and procedures and clarify terms of reference/specifications.
- Foster effective information flow in the supply chain.
- Monitor compliance with UNHCR's global policies, standards and guidance on supply chain management.
- Work on practical projects to improve supply performance that has clear objectives, timescales, tasks and resources defined and monitor the project execution against the plans and take action when actual implementation deviates from plans.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

In the Regional Bureaux:
- Support Country Operations in implementing procurement strategies based on requirements, risks and emergency context.
- Assist Country Operations in achieving full compliance with rules & regulations in all Procurement activities.
- Track global Procurement KPIs within the AOR and assist in preparation of regional ones, as required.
- Track the progress of specific operations and provide guidance that ensures timely implementation.
- Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers.
- Assist Country Operations in CloudERP management within the AoR
- Ensure timely green light processing and customs clearance of consignments.
- Facilitate training of procurement staff and assist in coaching and advising individuals or procurement teams as requested.
- Support the analysis of country financial reports and work with the senior staff to address areas relating to procurement aspects of operations.
- Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Support the work of the Regional Contracts Committee (RCC) through compiling and reviewing documents for RCC meetings,

In the Country Operations:
- Procure goods and services in accordance with UNHCR rules and regulations as well as country-specific SOPs.
- Coordinate procurement activities of UNHCR Partners and/or contractors within the AoR, ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Take part in vendor evaluation and preparation of submissions to relevant CoCs.
- Support the establishment and maintenance of an efficient and skilled workforce that is capable of supporting on-going operations, organize trainings and workshops, if needed.
- Lead the MFT for assessing partner procurement capacity, contribute to the delegation of procurement process, through documented recommendations.
- Ensure timely green light processing and customs clearance of consignments.
- Resolve difficulties in the local supply chain by finding solutions to problems and bottlenecks, and provide regular reports on supply chain activities, the status of requests and the availability of items in the supply chain.
- Depending on the size of the operation act as ex-officio in the LCC. Review and clear procurement cases for the relevant procurement authority.


Minimum Qualifications
 

Years of Experience / Degree Level
For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education
Procurement; Supply; Logistics; Business Administration; Law; or other relevant field.

Certificates and/or Licenses
Institute of Purchasng & Suppl
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Proficient knowledge in effective and efficient procurement of goods and services, with proven experience at previous work positions, preferably UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Experience in contract negotiations; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Proven ability to deal with multiple tasks with speed, in a courteous and service-oriented manner. A combination of good technical and effective soft management skills including the ability to effectively negotiate and communicate. Good understanding on applying International Commercial Terms (INCOTERMS), experience in international transport arrangements by air, sea and land including basic understanding on customs clearance formalities, cargo specific requirements (i.e. dangerous goods, temperature-controlled goods, etc) and basic packaging / palletization requirements.

Desirable
Database management skills and experience and working knowledge of ERP systems, ideally of UNHCR's MSRP Supply Chain Module would be an advantage. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Technical knowledge of types of services, supplies and goods purchased by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as CIPS, CFIPS, CMIPS, MCIPS, or other public procurement trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to procurement and UNHCR Chapter 8. Aviation services knowledge for movements of goods/passengers. Proven ability to manage a team.

Functional Skills
IT-Computer Literacy
SC-Asset Management
SC-Customs clearance
SC-Fleet Management
SC-Logistics
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-UN/UNHCR Procurement Rules and Procedures
SC-Warehouse Management
UN-UN/UNHCR Administrative Rules, Regulations 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.


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.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. 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.

Desired Candidate Profile

1. Technical Skills and experience
Brings solid experience in procurement and contract management from Headquarters, Regional Bureau, and field levels, including complex and challenging operational contexts, is essential
Possesses a strong understanding of UNHCR procurement processes and the ability to grasp every detail of the procurement cycle, applying this knowledge effectively to the most complex scenarios
Adept at coordinating high-value and time-sensitive procurement processes in fast-paced environments, ensuring operational continuity and adherence to established procurement principles.
Has very good knowledge of the Negotiation Module in ERP Cloud and is capable of training other colleagues
Skilled in designing and implementing advanced Excel-based templates to accurately track solicitation methods, contracts, and frame agreements, providing management with clear insights on the progress and status of each order.

2. Key Soft Skills
Problem-solving skills, ability to resolve procurement issues efficiently and creatively in fast moving and complex environment.
Organizational skills, capable of managing multiple tasks and maintaining attention to detail.
Excellent written and verbal communication skills, with the ability to convey complex procurement actions clearly to non-technical stakeholders.
Strong time management skills, with the ability to prioritize tasks and meet tight deadlines under emergency conditions.
Proficient in negotiating contracts with suppliers and service providers in accordance with established rules and procedures

3. Personal Attributes
Demonstrates a high level of integrity and ethical standards, particularly in the management of resources and contracts.
Possesses strong leadership and team management abilities, with a proven capacity to thrive in fast-paced environments and adapt to rapidly changing circumstances.
Skilled in multitasking and maintaining flexibility when faced with unexpected operational challenges.

4. Additional Qualifications
Knowledge of local procurement-related mechanisms and Chad customs clearance procedures is considered an asset.
Fluent in French (written and spoken), with a working knowledge of English considered an advantage
Certification in procurement (e.g., CIPS, UN procurement certification, or Chartered Institute of Purchasing and Supply) is desirable.

To promote diversity within the operation, including geographic diversity, candidates from underrepresented nationalities in Chad operation are particularly encouraged to apply.

Required languages (expected Overall ability is at least B2 level):

French

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,

Desired languages

,

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

Current situation:

Since April 2023, 794,000 Sudanese refugees have arrived in Chad, including more than 72,000 new arrivals in 2025. This situation has led to the forced displacement, spread across the provinces of Ouaddai, Sila, Wadifira amd Ennedi Est, mainly in the sub-prefectures of Borota, Amdjerema, and Addé, with the key entry points being the localities of Kulbus, Mahamata, Werwerta, Beida, Andressa/Dogdoré, Moudeina, Sarafbourgou, Mashiborgho and Maguilta. The situation continues to be tense in Sudan, refugees continue to arrive in Chad, fleeing from Darfur region, especially El Geneina and El Fasher cities. On 17 May 2023, a Level 2 emergency was declared for the neighboring countries of Sudan, including Chad. Considering the above, and as the humanitarian situation in Sudan continues to deteriorate, the High Commissioner decided to upgrade the Level 2 emergency to a Level 3 for the Sudan and for the refugee and returnee situation in Chad, Egypt, and South Sudan. At the end of the Level 3 emergency on 19th  November 2024, the situation continues to worsen then a Level 2 emergency was declared on May 9th 2025, In this context, the operation in Chad reinforces its offices with the necessary capacities to respond effectively to the protection and assistance needs of the new refugees in the existing and new camps and maintain adequate capacity at the various entry points to continue to assist new arrivals.

The position reports to the Principal Situation Coordinator and supervises a P2 staff, a couple of GS staff and related implementing partner covering logistic and transportation activities in eastern Chad.

Ideally, the candidate should perform the following tasks:

Planning: Participating with other Functional Units in defining Operational needs and contingencies related to Supply Chain issues.

Compiling the Consolidated Procurement Plan (CCP). Following up on the implementation of the CCP, Advice on policies and procedures pertaining to the Supply Chain functions as defined in Chapter 8 of the UNHCR Manual and corresponding AIs.

Sourcing: Responsible for collecting all relevant information to develop a comprehensive procurement strategy for the acquisition of goods and services needed to support operations in Eastern Chad. Facilitate and maintain cost-effective procurement by providing technical analysis on all aspects including quality, costing, swiftness, and terms of delivery.  Ensure that standards and quality of services are maintained by adhering to and applying to internal Supply criteria/procedures.  Assist Budget holders in providing information necessary for raising requisitions for all types of goods and services required by Operation. Maintain close collaboration with respective colleagues from HQ and RB related to the international procurement. Clear and authorize RFQs, ITBs and RFPs, Approve bid tabulations, clear submissions for LCC, RCC, CoC,  Approve Pos, clear contracts for provision of goods and services. Implement strong Excel-based tools to track the procurement process accurately. Provide all the stakeholders with information about the progress of the procurement.

Delivery: Develop and implement sustainable approaches to optimize the delivery, liaising with suppliers and following up on the timely delivery of incoming shipments, customs clearance, and importation formalities.

Asset and Inventory management: Tracking assets (monitoring the location, custodianship, and maintenance/performance history of assets). Managing assets (monitoring the data provided from tracking so that sound decision could be taken by managers on current and future needs for assets). Preparing Right-of-Use and Transfer-of-Ownership Agreements Providing assistance to the Assets Owners in preparation of documents for submission to the AMBs, Preparing submission to the Authorizing Officers, Following up on the AMBs decisions, Providing technical advice to the Asset Owners potential disposal or redeployment of assets, Liaising with and reporting to the DESS SMS AM on all issues pertaining to the assets,  Maintaining ERP Cloud Database on AM

Liaising with Asset Owners and ensuring assets correctly maintained and disposed in order to ensure maximum costs effectiveness.

NFIs/CRIs tracking (stock balances, pipeline) – Weekly reports- ensure timely receipt in ERP Cloud, Issue and analyze the Inventory Receiving Pipeline Report, undertaking Inventory reconciliation and physical verification exercise.

Co-ordinate with and monitor activities of the Partner responsible for warehousing, transport, delivery, and fuel management. Analyze and provide feedback on all reports submitted by the partners, especially those related to renting trucks for persons transport and fuel.

Support implementation: Designing and preparing supply status reports for donor reporting, budget reviews, monthly and annual reports, funding appeals. Capacity building of Supply staff, maintaining effective collaboration and partnership at the UN Procurement Working Group, maintaining filling system and tracking sheets.

Living and Working Conditions:

N'Djamena is the capital and largest city in Chad. For a large capital city, its infrastructure remains basic, although far superior to standards in other regions. The climate is hot and semi-arid, with a rainy season from June to September. UNHCR staff are free to choose where to live, subject to residential security measures. Electricity can be unreliable and international staff are provided with generators by the Office. Water supplies work in most areas, but personal supplies of food and drinking water are required. Most essential supplies can be found in local markets, although the choice can be limited compared to other centers and prices are high as most goods are imported. Banking facilities are available through local banks such as Ecobank and BCC. Health care standards can be described as basic, with staff encouraged to subscribe to International SOS Clinic Services. Serious or complicated health conditions require evacuation to other countries and dental/other specialist care may not be available. Malaria is the most common, but not the only, infectious disease prevalent in N'Djamena and most other regions of Chad. UNHAS flights are the main means of transport to and from field sites. A limited number of companies operate international flights to N'Djamena. Telecommunications services are basic and expensive, with two mobile telephone/internet operators offering 4G services and a growing number of providers installing fiber optic connections. Access to some communication and social media applications, notably WhatsApp, is currently available but has been censored for long periods and requires the use of a VPN. The UNHCR office is covered by UNHCR's own VSAT services.

Several UN agencies, INGOs and NGOs operate in N'Djamena and use the city as a hub. A French military base is located next to N'Djamena's international airport.

The RR cycle in N'Djamena is 8 weeks, as in the other duty stations, except for Baga sola and Bol, where it is 6 weeks.

The overall threat security level in Chad is designated as Moderate by the UN Security Management System in most of the country, except the Lake region, where it is at substantial level, due to higher terrorist- and armed-conflict-related threats. The level of crime is assessed to be substantial both in the Lake and Eastern regions and Moderate in N’Djamena. It is exacerbated by the closed borders with neighbouring countries which impact the already challenging economic situation. Against the backdrop of a sensitive political transition and other socioeconomic factors, demonstrations, strikes, sit-ins and road blockages often for economic, political or social reasons will continue to be reported, despite their harsh repressions by government security forces.

Additional Qualifications

Skills

Education

Bachelor of Arts: Business Administration, Bachelor of Arts: Law, Bachelor of Arts: Logistics, Bachelor of Arts: Procurement, Bachelor of Arts: Supply Management

Certifications

Institute of Purchasing and Supply - Other

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Add. 1 to the Bi-Annual 2025 Compendium - Part B

Additional Information

Functional clearance

This position doesn't require a functional clearance