Procurement and Logistics Associate

Under the guidance and direct supervision of the National Administrative and Finance Analyst, the Procurement and Logistics Associate ensures the execution of transparent and efficient procurement and logistics services and processes in CO and promotes a client-focused, quality, and results-oriented approach in the Unit. The Procurement and Logistics Associate can supervise the clerical and support staff of the Procurement Unit. 

The Procurement and Logistics Associate works in close collaboration with the operations, programme, and sub-offices’ staff in the CO, UNDP, and HQs to resolve procurement-related issues and information exchange.

Position Purpose

The Procurement and Logistics Associate ensures the execution of transparent and efficient procurement and logistics services and processes in CO and promotes a client-focused, quality, and results-oriented approach in the Unit.

Ensures administration and implementation of the operational strategies focusing on the achievement of the following    results

• Full compliance of procurement activities with UN/OCHA rules, regulations, policies, and strategies; implementation of the control, and proper functioning of a client-oriented procurement management system.
• Elaboration of proposals and implementation of cost-saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment sourcing strategy, supplier selection and evaluation, and quality management.

Organizes procurement processes for OCHA CO and other Hub in Yemen, focusing on achievement results:

• Preparation of the annual procurement plan for the CO office and Hubs and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, their evaluation, and negotiation of certain conditions of contracts in full compliance with the UN and OCHA rules and regulations.
• Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched considering the cost percentage of each project.
• Maintain a centralized filing system for procurement documents including tenders, bid securities, and purchase orders.
• Provide specialized support to logistics operations and activities, following standard processes and contributing, directly or indirectly, to the effective delivery of the Admin Unit Objectives.
• Manage logistics vendors’ contracting and selection activities including vendor assessments, performance monitoring, and measurement, supported by analysis and recommendations.

Management of OCHA CO LTAs and Contracts for General services to achievement of the following results.

• Establish new Contracts and LTAs to cover all office needs of critical services to ensure office operation continuity.
• Piggyback Contracts and LTAs from other UN Agencies to ensure the office has multiple valid contracts, and LTAs to cover all office needs.
• Processing the related POs for the procurement of Goods and Services in the system.
• Renew all OCHA LTAs and Contracts to ensure continuity of operation.
• Creating BP for all our suppliers in the system.
• Create a sound tracking and monitoring system to record and follow up on all procurements activists and provide monthly updates on all activities to the HoU and Direct Supervisor.

Manage and arrange for the office inventory, office events and workshops, and the office maintenance work including focusing on the achievement of the following results:

• Lead and coordinate the inventory check for all OCHA Fixed assets and non-sterilized items in consultation with OCHA HQ.
• Prepare and follow up all logistics arrangements for the office workshops and meetings inside OCHA premises and outside the premises, this includes the venue and catering services.
• Act as OCHA OC Procurement Focal Point and Participate and represent OCHA in the monthly meeting of the procurement working group.
• Hand all the arrangements for all office maintenance and renovation work.

Perform other duties as required.

• Perform other duties as required commensurate with the position.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: No

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

• Procurement – Sourcing
  • Ability to find, evaluate and engage suppliers of goods and services
• Procurement – Financial Analysis
  • Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
• Procurement – Procurement Management
  • The ability to acquire goods, services or works from an outside external source.
• Procurement – Stakeholder Management
  • Ability to work with incomplete information and balance competing interests to create value for all stakeholders
• Business Management – Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy
  • Look for ways to add value beyond clients’ immediate requests
  • Ability to anticipate client’s upcoming needs and concerns
• Business Management – Risk Management
  • Ability to identify and organize action around mitigating and proactively managing risks
• Business Management – Communication
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels