Vendor & Procurement Specialist

## Vendor & Procurement Specialist - Organization:UNJSPF - United Nations Joint Staff Pension Fund - Country:United States - Office:UNJSPF New York Result of Service:Ongoing Throughout the Assignment (Months 1–12):Completed vendor invoicing and payment verification.Completed requisition / shopping cart / purchase order.Successful coordination between Procurement and stakeholders.Maintained dashboard and KPI reports.Any other duties as required Phase 1: Current-State Assessment (Months 1–3)Current-state assessment of vendor invoicing, accounts payable coordination, contract administration, and procurement coordination processes, including inventory of current SOPsDocumentation of existing workflows, stakeholder roles and responsibilities, systems, controls, and reporting mechanisms.Gap analysis identifying process inefficiencies, control weaknesses, bottlenecks, and automation opportunities Phase 2: Future State Operating Model (Months 4–5)Future-state Vendor Financial Management and Procurement Operating Model.Governance framework, including roles and responsibilities (RACI), decision-making authorities, and performance measures.Updated Standard Operating Procedures (SOPs), templates, trackers, and process documentation.Implementation roadmap with prioritized improvement initiatives. Phase 3: Implementation Support and Technology Assessment (Months 6–10)Successful rollout of the new improved processes and governance enhancements.Requirements assessment and evaluation of technology solutions supporting vendor management, contract management, procurement, and invoice processing, including research paper, draft RFI and RFP. Phase 4: Operationalization and Knowledge Transfer (Months 10–12)Operational vendor invoicing and procurement support services delivered throughout the consultancy.Centralized repository for procurement, contract, and vendor management documentation.Staff training, knowledge transfer sessions, and transition support.Final report summarizing achievements, recommendations, lessons learned, and next steps for continuous improvement. - Completed vendor invoicing and payment verification. - Completed requisition / shopping cart / purchase order. - Successful coordination between Procurement and stakeholders. - Maintained dashboard and KPI reports. - Any other duties as required Phase 1: Current-State Assessment (Months 1–3) - Current-state assessment of vendor invoicing, accounts payable coordination, contract administration, and procurement coordination processes, including inventory of current SOPs - Documentation of existing workflows, stakeholder roles and responsibilities, systems, controls, and reporting mechanisms. - Gap analysis identifying process inefficiencies, control weaknesses, bottlenecks, and automation opportunities Phase 2: Future State Operating Model (Months 4–5) - Future-state Vendor Financial Management and Procurement Operating Model. - Governance framework, including roles and responsibilities (RACI), decision-making authorities, and performance measures. - Updated Standard Operating Procedures (SOPs), templates, trackers, and process documentation. - Implementation roadmap with prioritized improvement initiatives. Phase 3: Implementation Support and Technology Assessment (Months 6–10) - Successful rollout of the new improved processes and governance enhancements. - Requirements assessment and evaluation of technology solutions supporting vendor management, contract management, procurement, and invoice processing, including research paper, draft RFI and RFP. Phase 4: Operationalization and Knowledge Transfer (Months 10–12) - Operational vendor invoicing and procurement support services delivered throughout the consultancy. - Centralized repository for procurement, contract, and vendor management documentation. - Staff training, knowledge transfer sessions, and transition support. - Final report summarizing achievements, recommendations, lessons learned, and next steps for continuous improvement. Work Location:New York Expected duration:12 months Duties and Responsibilities:The Office of Investment Management (OIM) of the United Nations Joint Staff Pension Fund (UNJSPF) seeks a Vendor & Procurement Specialist Consultant to support and enhance vendor financial management, procurement coordination, contract administration, and related governance processes. The consultant will provide operational support for vendor invoicing and procure-to-pay activities, assess and optimize existing processes, develop operating models and standard operating procedures, support automation and technology initiatives, and strengthen procurement governance, reporting, and stakeholder coordination across the organization. The position is based in New York. Preference will be given to candidates who are currently based in New York. Remote work arrangements may be considered; travel and relocation costs will not be covered. Key Responsibilities 1. Vendor Financial Management & Operating Model ReviewConduct a comprehensive assessment of the current vendor invoicing, accounts payable coordination, and contract administration functions.Document the current-state processes, stakeholder roles and responsibilities, and systems.Identify process inefficiencies, control gaps, bottlenecks, and opportunities for standardization and automation.Develop a future-state Operating Model for vendor financial management, including governance, roles and responsibilities (RACI), SOPs, internal controls, service levels, and performance metrics.Develop an implementation roadmap and support the transition to the future-state operating model, including change management activities. ________________________________________ 2. Vendor Financial Management & Operational SupportManage and support day-to-day vendor invoicing activities, including requisition and shopping cart creation, purchase order tracking, invoice verification, reconciliation, and payment coordination.Monitor invoice processing activities to ensure accuracy, timeliness, compliance, and alignment with budget controls.Develop and maintain operational dashboards and reporting to track invoice processing, procurement activities, and key performance indicators.Coordinate with Finance, Procurement, Legal, Risk, Vendor Owners, and Business Units to support vendor financial and procurement activities ________________________________________ 3. Technology Assessment & Solution DesignAssess existing tools and processes supporting vendor management, procurement coordination, contract management, and invoice processing.Evaluate technology solutions that support integrated Source-to-Contract (S2C) and Procure-to-Pay (P2P) processes, including contract lifecycle management, vendor management, invoice automation, workflow, and approval solutions.Develop business requirements, evaluation criteria, recommendations, and supporting documentation for potential Requests for Information (RFIs) and Requests for Proposals (RFPs). ________________________________________ 4. Procurement Coordination & GovernanceDefine and implement a standardized procurement coordination framework, including workflows, governance mechanisms, SOPs, templates, trackers, reporting processes, and performance indicators.Establish mechanisms to improve procurement planning, demand management, tracking, transparency, and compliance.Maintain centralized repositories for procurement-related documentation, records, and reporting. - Conduct a comprehensive assessment of the current vendor invoicing, accounts payable coordination, and contract administration functions. - Document the current-state processes, stakeholder roles and responsibilities, and systems. - Identify process inefficiencies, control gaps, bottlenecks, and opportunities for standardization and automation. - Develop a future-state Operating Model for vendor financial management, including governance, roles and responsibilities (RACI), SOPs, internal controls, service level