Procurement Associate, Copenhagen

Organization: Unicef

Country: Denmark

City: Copenhagen

Office: UNICEF Copenhagen

Closing date: Friday, 13 January 2023

Procurement Associate, GS-6, FT, Supply Division, Copenhagen, Denmark (post #86376)

Job no: 558324

Position type: Fixed Term Appointment

Location: Denmark Division/Equivalent: Field Results Group

School/Unit: Copenhagen

Department/Office: Supply Division, COPENHAGEN

Categories: Supply Management, Operations, Administration

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, ebery right

Supply Division’s key priorities are providing timely and effective service delivery, including for emergencies, programmes and procurement services partners, creating healthy markets and sustainable national supply chain systems, and providing supply financing solutions.

The position is located within the Health Technology Centre ( HTC) in Supply Division. Through applied technical, contractual and operational expertise, the Centre supports UNICEF country programmes and procurement services partners. This position is part of the Malaria Prevention and Diagnostics Unit.

How can you make a difference?

Under the supervision of a Contracts Officer the following duties and responsibilities will be met: Planning:

In consultation with supervisor, provide input to Procurement Planning and advise on Supply requirements for the Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose of products and services.

Support supply emergency preparedness and response activities including establishment of Long Term Arrangements (LTAs), Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock.

Procurement/contracting:

Reviews and evaluates incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, budgets. Prepare and draft price and cost estimates for Procurement Services transaction including freight.

Reviews material specifications and requirements with customers, countries, the Technical counterparts and Quality Assurance Centre to ensure completeness and appropriateness. Ensures that customers‘ claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.

Drafts and prepares international tender invitations. Assists with preparation of Contract Review Committee submittals. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.

Ensure establishment of Long Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Organize bid openings, and conduct technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers. Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work.

Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP - Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.

Monitors the status of procurement service orders and center specific KPIs. Pro-actively follows up on placed orders and deliveries with all parties concerned to ensure timely and safe delivery of goods. Transmits all relevant information to customers including changes to planned deliveries, prepares and provides timely and regular status / monitoring reports to customers.

Provide specialized support in the area of logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.

Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.

Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

Assists in preparation of the forecast exercise to secure a sustained and uninterrupted supply. Preparation and monitoring of detailed allocations database listing country office forecasts vs. supplier availability.

Maintains order filing in accordance with UNICEF guidelines.

Data Management:

Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.

Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

Assists in preparation and analysis of all information materials including Country and or customer specific reports, updating of databases and management systems for use by HQ, Field Offices or Regional Offices.

Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.

Other duties/responsibilities:

In cases where the incumbent has managerial responsibility of lower level GS staff, the incumbent will ensure timely and effective performance management of staff, providing practical advice and guidance to ensure individual and team objectives are met.

In collaboration with supervisor, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals and the team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows.

Provides coaching and training to new staff.

Any other duties or assignments as requested by the supervisor.

To qualify as an advocate for every child you will have...

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.

Experience: A minimum of 6 years of relevant administrative experience in supply chain management or a commercial context is required. Understanding of development and humanitarian work is an advantage.

Language Requirements: Fluency in English is required. Knowledge of another UN language (particularly French) or local language of the duty station is considered as an asset.

Other skills:

Thorough knowledge of a range of specialized topics, including the relevant supply chain policies, partnership mechanisms, rules and regulations.

High level of proficiency or skill is required in the interpretation and application of specialized rules and regulations to the particular circumstances of complex individual cases.

Experience using MS Word, Excel, PowerPoint and other UNICEF office tools.

Demonstrated understanding of the relevant supply chain processes and ability to consistently apply relevant policies, procedures and good practices in the daily work. Good judgement in order to handle complex cases including considerations for exceptions.

Ability to develop and maintain effective working relationships with clients, suppliers and colleagues and gain the assistance and cooperation of others in a team endeavor.

Ability to use supply related modules within UNICEF ERP system.

Ability to establish priorities and plan his/her own work and plan, coordinate and monitor the work of those under his/her supervision.

Ability to draft clear and concise reports or rationale for supply related decisions on key issues.

Eligibility note: UNICEF staff members globally and applicants who are EU nationals or in possession of a valid work permit for Denmark are eligible to apply. General Service (GS) staff are personally responsible for any travel and accommodation arrangements and UNICEF will not cover any costs related to relocation.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are...

Demonstrates Self Awareness and Ethical Awareness (1)

Works Collaboratively with others (1)

Builds and Maintains Partnerships (1)

Innovates and Embraces Change (1)

Thinks and Acts Strategically (1)

Drive to achieve impactful results (1)

Manages ambiguity and complexity (1)

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

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.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Advertised: Dec 30 2022 Romance Standard Time Application close: Jan 13 2023 Romance Standard Time

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Closes Jan 13 2023

Procurement Associate, GS-6, FT, Supply Division, Copenhagen, Denmark (post #86376) in Denmark

The Procurement Associate performs highly skilled work on UNICEF supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the senior GS level for specialized supply chain work and requires advanced specialized knowledge acquired through formal training and experience. The function is characterized as highly independent and provides opportunities for Associates to lead and carry out responsibility for end-to-end supply chain management from the beginning to the end of the process and provide input into the design and development of improved supply chain services and delivery mechanisms.

Link to the organization’s job posting: https://unjobs.org/vacancies/1672615665008