Procurement Associate – HQSMS Support

Deadline for ApplicationsDecember 13, 2025Hardship Level (not applicable for home-based)H (no hardship Family Type (not applicable for home-based)Family Staff Member / Affiliate Type UNOPS LICA Target Start Date Terms of Reference1.General BackgroundThe United Nations High Commissioner for Refugees (UNHCR) is mandated to lead and co-ordinate international action to protect and assist refugees, forcibly displaced and stateless persons. Private Sector Partnerships (PSP) is a Service within the Division of External Relations (DER) and is responsible for mobilizing private sector income and engagement across more than 40 markets. Fundraising operations require frequent procurement of specialized services (e.g., digital marketing, payment,donor management and fundraising agency services) and goods. To ensure compliance, value-for-money and speed, HQSMS provides policy, oversight and quality assurance for procurement actions, guided by UNHCR Administrative Instruction on Procurement (UNHCR/AI/2021/05/Rev.2/Corr.2) and the Rules and Procedures of UNHCR Committees on Contracts (UNHCR/AI/2018/5/Rev.2). This role supports the centralised PSP Procurement Review Authority (PRA) process in line with the aforementioned Administrative Instruction and the Rules and Procedures.2.Purpose and Scope of AssignmentUnder the direct supervision of the Associate Procurement Officer (PSP PRA – HQSMS), the Procurement Associate provides end‑to‑end administrative, documentation and coordination support for PSP procurement actions submitted to the HQSMS PRA hub, primarily for actions above the non‑formal tender threshold (USD 5,000), and across tenders, waivers, contract amendments and Expost facto. The incumbent ensures completeness and accuracy of review packages, maintains the PRA pipeline and trackers, coordinates meetings and communications, and supports preparation of solicitation and award documents to enable timely, compliant decisions.3.Key Functions & Responsibilities•Act as the first‑line intake for PSP PRA submissions: validate completeness against checklists (as per(UNHCR/AI/2021/05/Rev.2/Corr.2), flag gaps and coordinate corrections with submitting offices.•Compile review packages (ToR/SOW, solicitation documents, evaluation reports, waiver justifications, budget confirmations, DA references) and route for PRA review and approvals, in coordination with the Associate Procurement Officer.• Maintain the PSP PRA pipeline (SharePoint/ERP trackers): register new cases, update status, dates and approvers; monitor SLAs; and produce periodic reports.• Draft standard minutes/notes of PRA discussions and decisions; log conditions, follow‑ups and due dates; file all artefacts in the designated SharePoint libraries.• Support solicitation administration for RFQ/ITB/RFP (as required): publication logistics, bidder communications (clarifications), opening minutes, administrative evaluation grids, and compilation of award documentation for PSP cases.• Support waiver/single‑source cases by assembling evidence, market analysis and risk mitigations as instructed; ensure justifications align with policy requirements.• Coordinate contract administration steps post‑approval (signature routing, amendment packs, delivery acceptance records, KPI sheets) and vendor performance documentation from the Requesting Function.• Standardise and maintain PSP‑specific templates and checklists (review cover sheet, evaluation templates, minutes, filing structure); contribute lessons learned to the knowledge base.• Generate monthly dashboards on case volumes, cycle times, and re‑submission causes; highlight bottlenecks and propose practical fixes.• Liaise proactively with PSP markets, Finance/Programme, and HQSMS colleagues to ensure smooth, timely routing of cases and data accuracy.4. Monitoring and Progress Controls• ≥90% of PSP PRA submissions registered in the tracker within 1 business day of receipt; ≥95% of review packages deemed complete at first submission.• Weekly pipeline update circulated; monthly dashboard issued within 5 working days of month‑end.• Average administrative cycle‑time reduction for PSP cases (baseline to be set with supervisor) and