ACQUISITION PLANNING ASSISTANT, FS5

Org. Setting and Reporting

This position is located in the Acquisition Management Unit within the Supply Chain Management Section of the United Nations Verification Mission in Colombia (UNVMC). The Acquisition Planning Assistant will be based in Bogota and will report to the Chief Acquisition Management Unit or his/her designated official. The incumbent participates in the business processes for the planning of the supply chain of various services and commodities (e.g. information technology and communications equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationery and office supplies, accommodation and office equipment, etc.) in accordance with the Mission Supply Chain Plan, to support the mission mandate. She/he will assist in monitoring the overall supply chain plan and perform acquisition planning activities to ensure resources are used in an optimal way to meet customer requirements.

Responsibilities

Within delegated authority, the Acquisition Planning Assistant, FS-5 will be responsible for the following duties: • Assists in the preparation of the mission's 24-month demand forecast in the Umoja Supply Chain Planning Tool or equivalent, ensuring data accuracy and completeness and facilitating alignment with budget formulation, including, where applicable, consideration of available inventory, stock in transit, and planned or projected consumption to support accurate and realistic demand planning. • Assists in reviewing and validating the system-generated demand forecast and source plan in coordination with technical units, ensuring alignment with mission operational requirements and consistency with available inventory information and supply pipeline data in Umoja. • Coordinates with technical units and procurement to update the mission acquisition plan based on the validated source plan, considering mission priorities, funding and procurement lead times and supply pipeline constraints. • Assists with the implementation of the mission acquisition plan and monitoring its progress. • Monitors mission requisitions and, when required, initiates system requisitions within assigned categories to ensure alignment with the acquisition plan and timely submission, and alerts supervisors to any discrepancies. • Assists in forecasting the logistics requirements in the near and medium terms based on changing priorities and emergencies as related to the assigned categories, provides advance information of such requirements to the concerned stakeholders; • Monitors mission requisitions of the assigned categories to ensure purchase requests are based on forecasted acquisition plan; • Liaises with UNGSC and other missions to check availability of stocks from strategic reserve or surplus before initiating new acquisitions. • Provides support in planning and managing the acquisition process for various goods and services, including assisting with transportation arrangements, consolidation of deliveries and service contract requirements and coordinating with relevant transport stakeholders, including MOVCON, to support alignment between Umoja supply plans and agreed delivery schedules. • Oversees the extraction of spent data and generation of expenditure reports from computerized information system databases, including Umoja; performs preliminary analysis of the extracted data and the reports generated, through review of stock holdings, consumption patterns, procurement cycle times, requirements and forecasts of internal and external customers, and highlights areas of concern for the attention of the Acquisition Planning Officer in order to ensure timely decision-making and minimize potential supply chain gaps. • Reviews acquisitions actions and monitors status of acquisition processes for all commodities and services of assigned categories including a full range of procurement and other supply chain matters and identifies ways to overcome obstacles when delivering goods. This includes liaising with mission technical units on the planning and coordination of transportation requirements, service contract requirements and maintenance plans of assigned services, consolidation of inbound deliveries, ensuring that adequate lead times and sourcing options are taken into account in all requisitions including alignment between planned delivery dates, transport arrangements, and operational requirements.. • Liaises with relevant sections with respect to the status of implementation of the acquisition plan and assists in the preparation of quarterly progress reports providing updates regarding the implementation of the mission's acquisition plan. • Implements the mission policies and procedures, Standard Operating procedures (SOPs), guidelines and instructions governing the acquisition planning and requisitioning process. • Assists with maintaining a computer-based system to track mission-procured contracts during their lifecycle, ensuring timely extension, and providing detailed expenditure reports. • Supervises and provides work direction and guidance to junior acquisition planning assistants and national GS staff; manages and coordinates the activities in his/her area of responsibility. • Performs other duties as required.

Competencies

Professionalism: Substantive experience and thorough knowledge of supply chain management functions, in particular in the areas of supply chain planning, procurement and logistics processes with good understanding of field support operations. Proven ability to consolidate and analyse data, use data analytics and visualization tools. Knowledge of, and ability to apply various United Nations rules, regulations, policies and guidelines, in particular· procurement related policies and practices, in work situations. Proven analytical skills, including ability to research and gather information from a variety of external and internal sources, interpret/analyse data, and develop recommendations and plans. Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently. Technological Awareness: Keeps abreast of available technology; Understands applicability and limitations of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Certification in Project/Programme Management methodology by an accredited body e.g. PMP, PGMP, PRINCE 2 (Foundation Project Management certification or practitioner level), Lean Six Sigma or equivalent is desirable. Certification in Supply Chain (SCOR-P, CSCP or equivalent) is desirable. Certification in data analytics, Power BI or similar is desirable.

Work Experience

A minimum of eight (8) years of progressively responsible experience in supply chain, inventory management, logistics, procurement, administration or related area, including at least two years at the international level, is required. Experience working with Umoja (Enterprise resource planning) or other similar ERPs in the areas of scheduling, inventory control, procurement and logistics processes is mandatory and is required. Experience with preparation and validation of a 24-month demand forecast in Umoja (Enterprise resource planning) or other similar ERPs is mandatory and is required. Experience with category management concept used in Umoja (Enterprise resource planning) or other similar ERPs, to support acquisition and supply planning for related commodities is mandatory and is required. Experience with acquisition or planning activity in Umoja (Enterprise resource planning) or other similar ERPs, involving interaction with Source-to-Acquire and/or Supply Chain Planning processes is required. Experience in providing support service in the areas of supply chain management in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies, funds and programmes), or other similar international organizations is required. Experience with Power BI, and/or other data analysis systems, and data integration is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Spanish is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

Desirable Languages

Language

Reading

Writing

Listening

Speaking

Spanish

UN Level II

UN Level II

UN Level II

UN Level II

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

The appointment against this position is limited to the United Nations Verification Mission in Colombia. This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. Please note that pursuant to the Staff selection system policy (ST/AI/2025/2): (1) Applicants for positions in the Field Service category cannot be of the nationality of the country where the position is located, and (2) Applicants for positions in the Professional and higher categories in a mission, field operation, or resident coordinator’s office cannot be of the nationality of the country where the position is located. For currently serving staff of a United Nations Common System organization, only the UN-recognized nationality will be considered for the purposes of these restrictions. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff, as per the Secretary General´s Gender Parity Strategy. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Candidates interested to work for the United Nations Verification Mission in Colombia may wish to check out our Realistic Job Preview videos to get an idea of the living and working conditions in different duty stations in Colombia.: https://www.youtube.com/playlist?list=PL-8SCkVjg-e3073SwTDG1VQf1oLTWfUQ4

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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.