Under the guidance and direct supervision of the Portfolio & Partnerships Manager, the Procurement Officer, will have the following key responsibilities:

Provide timely, effective and accurate customer service and maintain relationships with clients 

• Provide high-quality UN WebBuy procurement services to clients the Global Fund to Fight Aids, Tuberculosis and Malaria (GFATM) and its grant recipients through proactive follow-up on requisitions and orders received; 
• Take corrective action as needed to ensure swift delivery and best value for money; 
• Monitor timely delivery of goods in countries and ensure trouble-shooting on logistics issues ;
• Coordinate custom clearing issues and last-miles delivery services where applicable. In order to ensure timely delivery, the Procurement Officer actively engages with the supply chain stakeholders, i.e. grant recipients, suppliers and freight forwarders, as well as key stakeholders at the Global Fund Secretariat ;
• Proactively assist clients with queries and concerns, provide prompt solutions; escalate operational issues to the clients at the appropriate level. Manage oral/written response to routine queries from the donor and its stakeholders regarding UN Web Buy Plus matters ; 
• Support Global Fund grant recipients in the creation of quotations in wambo.org/UNwebbuy Plus. 

Manage processes in UNOPS and Global Fund platforms 

• Act as a reviewer and case officer in the wambo.org approval chain; 
• Create Purchase Orders in UN Web Buy Plus and OneUNOPS from established long-term agreements and place orders with corresponding suppliers; draw receipts and invoices, and help reconcile funds received from the client(s); 
• Report on suppliers’ performance & compliance through the Supplier Performance Evaluation Tool, and escalate where necessary ;
• Support the portfolio manager and the team by tracking and providing key information to support internal project management processes; 
• Performs small secondary bidding exercises as may be required from time to time ;
• Reports on bugs and issues experienced in the online platforms, to help identify solutions. 

Report on services to the Global Fund and contribute to partnership management

• Enter data in the UNOPS internal project management dashboard to facilitate workflows and extraction of analysis for financial monitoring; 
• As requested by the donor, upload Track and trace data in Global Fund platforms to report on progress of delivery;
• Support the portfolio manager by preparing inputs for quarterly and annual reports on performance.
• Work closely with the Global Fund Portfolio to ensure that purchase orders and payments are properly recorded under the project;
• Share feedback received from the Global Fund and its grantees with the Global Fund portfolio, to support management of the partnership; 
• Escalate risks and issues in a timely manner.

The incumbent may be asked to supervise, with support from the portfolio manager, an intern who will support certain daily tasks within the project.

Impact of Results

• UNOPS performs adequately against the Key Performance Indicators (KPIs) set by the donor;
• Equipment is delivered on cost, in time and as per quality requirements; solutions are found promptly when issues arise;
• Project data entered in the platforms and in dashboards is accurate and allows for the preparation of reports or analysis;
• UNOPS clients are satisfied.

Monitoring and Progress Controls

Weekly team meetings with the portfolio team and constant interaction with the Portfolio manager on results, through collaborative online tools. Issues and risks are discussed as they arise. Biweekly operational follow up meetings with the client and key Global Fund stakeholders. Quarterly and joint analysis of progress of activities as part of project milestones, to support further quarterly and annual Quality Assurance and Business review meetings with the client.