1. Organizational Location
The Procurement Assistant position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to and receives guidance and policy support from the Procurement Specialist who leads the regional team that serves the procurement and contracting needs of their geographical areas and ensuring that procurement and commercial considerations are fully taken into account in country programmes.
2. Job Purpose
In direct support of UNFPA’s strategy to achieve the ICPD (International Conference on Population and Development) goals and SDGs (Sustainable Development Goals) and under the supervision and guidance of the Procurement Specialist ensure the effective and efficient implementation of procurement processes in accordance with the UNFPA Financial Regulations and Rules and Procurement Procedures for the provision of the following services:
• Administration, execution and coordination of procurement activities
• Provision of advice and guidance to Country Offices and other parties on procurement processes and procedures
• Perform other job related duties as assigned.
3. Major Activities/Expected Results
1. Administer, execute and coordinate procurement activities:
• Analyze requisitions; communicate with Country Offices and/or other customers to ensure correctness of the data entered into the Enterprise Resource Planning (ERP) system of UNFPA (Atlas), clarity of specifications, appropriateness of products, delivery requirements and dates;
• Prepare Requests for Quotation (RFQs), Invitations to Bid (ITBs)/Requests for Proposal (RFPs), evaluate bids received, prepare CRC submissions whenever applicable and/or negotiations with suppliers to ensure that the most cost effective proposals are selected;
• Review ITBs/RFPs prepared by Country Offices before these are issued to ensure that the documents are in line with UNFPA Procurement Procedures;
• Review submissions to the Contracts Review Committee (CRC) prepared by Country Offices to ensure they are complete and accurate and that proper application of processes and procedures has been made. Present submissions to CRC if required;
• Process and issue Purchase Orders using the ERP system of UNFPA (Atlas);
• Follow-up on delivery of orders to ensure timely delivery of goods and services as stipulated in the Purchases Orders; liaise with suppliers and Country Offices to resolve problem deliveries;
• Review and validate invoices including liaising with the UNFPA Finance Branch and/or the supplier involved to solve any issues;
• Handle third party procurement, including preparation of pro forma invoices and liaising with customers to ensure their requirements are acted upon in a timely manner, and resolve any problems that clients may report. This includes collaboration with finance focal points to ensure that funds are properly applied and follow-up on issues related to payment of final invoices, if applicable;
• Monitor and evaluate the performance of suppliers with respect to on-time delivery, quality and commercial acceptability and liaise with the UNFPA Contracts Team when required;
• Ensure that all correspondence and documents related to all procurement activities are properly filed in a designated e-filing system;
• Assist in strategic and innovative projects of the team as applicable.
2. Give advice and guidance to Country Offices and other parties on procurement processes and procedures
• Investigate and follow-up on all procurement related inquiries submitted by Country Offices, other UNFPA departments or clients and provide prompt responses and follow-up;
• Upon request, communicate changes in procurement processes and procedures or updates in relation to financial procedures, and provide clarifications and guidance as required;
• Monitor requests and relevant submissions in terms of their compliance with UNFPA’s mandate and procurement procedures; take action in the event these are violated;
• Advise Country Offices in system-related questions, such as the use of e-Procurement and the UNFPA Order Tracking System (OTS), and in their procurement planning, in terms of availability of Reproductive Health commodities, specifications, price and other costs.
• Assist in the development of capacity building missions/training tools for Country Offices and government officials (when applicable), and deliver training packages to counterparts as well as to new staff in PSB/secondment colleagues upon request;
3. Perform other job related duties as assigned
4. Work Relations
Establishes and maintains professional contacts with UNFPA staff at Country Offices at all levels, Headquarters (HQ) staff in various departments, Finance Branch, and with partners in other UN agencies and external clients such as Non-Governmental Organizations (NGOs), ministry representatives at the relevant levels. Maintains daily contact with other procurement staff at PSB. Sustains close contact with suppliers.
5. Job Requirements
Education:
• Completion of Secondary education.
• University degree or equivalent certification in Public or Business Administration, Procurement, Logistics, Marketing, Commerce, Engineering, Law or related discipline would be very useful and weighted accordingly, but is not a requirement.
Knowledge and Experience:
· Minimum 5 years of relevant work experience in public or private sector procurement, logistics, related disciplines or in program related fields in organizations working in international development or public sector institutions is required. Experience from non-governmental organizations, non-profit organizations and private sector will be treated equivalent.
• Note that a Master’s Degree in combination with 3 years of relevant work experience may be accepted in lieu of 5 years of work experience.
• Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), ERP systems such as PeopleSoft or alternatively Oracle, E-filing systems and other software applications is a strong advantage.
• Knowledge of reproductive health related commodities and medical terminology is an asset.
• Experience in working with a UN agency is an asset.
• Procurement accreditation such as CIPS (Chartered Institute of Purchasing and Supply) is an asset.
Required Competencies:
• Ability to analyse and utilize complex data
• Excellent organizational and time management skills
• Ability to establish and maintain harmonious relationships with customers, suppliers and colleagues
• Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary
• Service-minded
Languages:
• Fluency in written and spoken English is required.
• Working knowledge of French is required.
Other Desirable Skills:
• Highly motivated and dedicated
• High level of professionalism
• Desire and ability to learn
• Ability to work independently
• Highly responsible with deadlines and follow-up
HOW TO APPLY:
UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining a balanced gender distribution.
Applications in English (including letter of interest, CV and completed/signed UN Personal History Form (P11)), quoting “Procurement Assistant with French languageTA (6 months), Vacancy” should be sent not later than 1 February 2017, 17:00 (Copenhagen time) via email to: psb.vacancies@unfpa.org
The Personal History Form can be downloaded from UNFPA’s website: http://www.unfpa.ru/en/vacancy/108
Please note that the selected candidate must have a valid residence and working permit in Denmark or in any of the countries belonging to the European Union. In case of equally qualified candidates, candidates with working permits in Denmark will be given preference.
Due to the number of applications received, UNFPA will only respond to those applicants in whom UNFPA has further interest.
The UN City is a smoke-free work environment.
There is no application, processing or other fee at any stage of the application process.
UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
