Procurement Assistants (Contracting & Admin), Copenhagen, Denmark

Organization: UNICEF - United Nations Children’s Fund

Country: Denmark

City: Copenhagen, Denmark

Office: UNICEF Copenhagen

Closing date: Wednesday, 26 May 2021

2 Procurement Assistants (Contracting & Admin), GS-5 Contracting Centre, Supply Division, Cph

Job no: 540402

Position type: Fixed Term Appointment

Location: Denmark Division/Equivalent: Field Results Group

School/Unit: Copenhagen

Department/Office: Supply Division, COPENHAGEN

Categories: G-5

2 x Procurement Assistants, GS-5 level

(Contracting and Administration)

Contracting Centre, UNICEF Supply Division, Copenhagen

UNICEF works in 190 countries and territories to protect the rights of every child and has spent 70 years working to improve the lives of children and their families. Defending children’s rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential - to the benefit of a better world.

Supplies are essential to fulfil children’s rights. UNICEF procures and supplies over 5,000 products to address the needs of children. Supporting child survival and development programmes around the world, UNICEF-procured supplies are critical in providing for children’s health, education and protecting them from abuse, exploitation and neglect.

For Every Child...a Sustainable Future

These two positions are placed in the Contracting Centre within UNICEF Supply Division (SD). The Contracting Centre provides oversight and the normative function on procurement issues including service contracting; including review and release of all major agreements and contracts, support to and follow up of implementation from audits, procurement strategies guidance, running the CRC secretariat function, country queries and liaison with legal. In addition the centre, manages SD administrative and project support procurement which include IT requirements, telecommunication solutions, WH operation related contracts and all service contracting for the non-procurement centers in Copenhagen.

How Can You Make a Difference?

The Procurement Assistants are both responsible for assistance with procurement cycle in accordance with UNICEF Rules and Regulations for a segment of products/services. Under the supervision of a Contracts Officer, the incumbents performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures.

Key Tasks for Procurement Assistant (Contracting):

Performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures.

Coordinate with relevant procurement centers for the preparation of the annual contracts & supply plans and provide input to its formulation. Conduct data review and analysis for category management and assist in the development of procurement strategies. Support market research in relevant areas for UNICEF and assist in gathering evidence on the best approaches to sustainable and best value for money procurement.

Follow up quarterly with procurement centers on the implementation of the supply and contract plan and undertake review of the plans twice during calendar year.

Liaise with colleagues from respective procurement centers in planning procurement and contracting initiatives, supporting development of terms of reference and timelines. From lessons learnt, contribute with good practices to strengthen sustainability of supply chains.

Acts on specific procurement requisitions as might be required.

Drafts and prepares international tender invitations to acceptable suppliers, evaluates quotations, clarifies offers, and negotiates with suppliers appropriate. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Arrange and coordinate pre-bid meetings. Assists with bid openings, and technical and financial analysis of proposals as might be required. Conduct clarifications with suppliers.

Assists with preparations of Contract Review Committee submissions in e-CRC system or prepares Award Recommendation Document (ARD).

Drafts and prepares Long Term Arrangements (LTAs), Purchase Orders and/or Contracts on the basis of LTAs, adjudicated bids. Prepares purchase orders, contracts and LTAs in SAP (ERP - Enterprise Resource Planning system), and upload approval documents in SAP, submit for relevant approvals, ensuring completeness of documentation in UNICEF systems. Monitor’s timeliness of deliveries etc.

Keep procurement centers informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.

Regularly monitor dashboard reports and coordinate to ensure necessary supply action is taken in a timely manner in support of centers.

Regularly extract reports on the status of the existing LTAs, contracts, Purchase Orders (POs) and take necessary action in coordination with the relevant procurement center.

Conduct market surveys on ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs.

Support in capacity building activities such as preparation, coordination and implementation of various trainings;
Any other duties or assignments as requested by the supervisor.

The other position will be involved in both procurement and assistance to the Chief, Contracting Centre on a variety of Contracting and administrative activities such as:

Key Tasks for Procurement Assistant (Administration):

Performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures.

Drafts and prepares international tender invitations to acceptable suppliers, evaluates quotations, clarifies offers, and negotiates with suppliers appropriate.

Assists with preparation of CRC submissions.

Drafts and prepares Purchase Orders on the basis of LTA’s, adjudicated bids, monitors timeliness of deliveries, etc.

Assists with and prepares Long Term Arrangements (LTAs) and/or Contracts.

Responsible for all administrative actions within the Contracting Centre: maintenance of centre organigram and who is who document, requests for temporary assistance and/or overtime, recording centre’s daily attendance, initiates and maintains shared databases for all staff within the Contracting Function of Supply Division ensuring that all model and standard documents as well as other shared documents are available and accessible to all contracting staff.

Support onboarding of new staff in the center, support travel arrangements for the center, act as knowledge management focal point for the center and provide support to specific projects related to procurement policy. Maintains the Contracting Bulletin Board information. Maintains the Team room available to all staff within the Contracting Function, i.e. Contracting/Procurement Centre and Units.

Acts as Co-ordinating Rapporteur to the Contract Review Committee (CRC); prepares agenda for the meetings; prepares minutes; submits and distributes minutes for signature by the Committee Members. Presents the minutes to the Director of Supply Division for approval. Follows-up on approval process ensuring timely sharing of meeting outcome with all interested parties. Prepares and maintains a list of pending follow-up actions related to CRC minutes, or comments from the approving officer. Trains other CRC Rapporteurs. Maintains the master files of the CRC. Prepares the CRC annual report.

Prepares the monthly statistics for all contract awards in Supply Division (Copenhagen and New York) using relevant databases. Ensures receipt of necessary information from counterparts in other centres.

Monitors and up-dates KPIs related to the performance of contracting centre.

Prepares information and drafts instructions for the Chief, Contracting on a wide range of issues pertaining to Contracting including Blanket LPAs. Contracting Centre Instructions, etc.

In the absence of the Chief, Contracting assists the OIC Contracting to ensure continuity of service provided by the centre in respect of actions required, meetings to be attended, etc.

Assist the Centre Staff in reviewing documents for completeness/accuracy, and posting them on the UNICEF Intranet and the UNICEF website.

Initiates/Coordinates filing and archiving of all official Contracting files.

Assists the Chief, Contracting in ensuring that the daily duties in the Centre are properly performed in particular time management, preparation and planning of meetings and missions, handling of calls and visitors.

Any other duties as requested by the supervisor.

For both positions, to qualify as a Champion for every Child you will have...

Required:

Completion of secondary education

Five years of related working experience in the area of procurement and administration.

Proficiency in MS Excel, Word, Power Point

Fluency in English

Valid work permit and residency in Denmark at the time of submitting the application. Note that the selected candidate is responsible for obtaining any required extension of their residency permit as an extension cannot be dependent on an employment with UNICEF.

Desirable:

Certified training related to business administration, procurement, supply management or similar

Work experience in procurement of services and contracting

Work experience with public procurement in an international organization

Working knowledge of UN systems, policies and procedures

Knowledge of SAP (procurement modules) or similar ERP system

Knowledge of SharePoint

Proficiency in an additional UN language (Russian, Spanish, Chinese, Arabic, French)

For every Child, you will demonstrate..

Core Values attributes

Care

Respect

Integrity

Trust

Accountability

Core competencies skills

Builds and maintains partnerships

Demonstrates self-awareness and ethical awareness

Drive to achieve results for impact

Innovates and embraces change

Thinks and acts strategically

Manages ambiguity and complexity

Works collaboratively with others

To view our competency framework, please click here: https://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

Remarks

The closing date is

26th May 2021. Please be informed that all applications to UNICEF are handled via UNICEF’s online recruiting system. You can apply to the above position by creating your profile, and application at our web site: http://www.unicef.org/about/employ/index.php. Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process. Queries can be directed to Lilia Winkel-Petersen at lwinkel@unicef.org.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. UNICEF is committed to promote the protection and safeguarding of all children.

Visit us at www.unicef.org/supply/

Advertised: May 12 2021 Romance Daylight Time Application close: May 26 2021 Romance Daylight Time

Link to the organization’s job offer: https://unjobs.org/vacancies/1620940217290