Procurement Assistant

Under the direct supervision of Contracts Specialist, the incumbent will partner with other teams and divisions (Supply Division, Regional Office, Program and Operations Sections, etc.) to support the supply operations requiring basic professional technical expertise to meet the operations and program objectives. The incumbent will work closely with the current procurement team to facilitate the procurement of services and/ or goods functions (i.e. including but not limited to planning, sourcing, contracting, logistics, monitoring, and evaluation) in the office, re-balancing the workload within the procurement team and actively support the design and implementation of the new streamlined procurement SOP (Standard Operating Procedure). The incumbent shall also proactively engage with requestors to identify the long term / recurrent services needs and plan strategically based on the local market/ service conditions.

Summary of key functions/accountabilities:

Procurement/contracting:

• Provide rapid and relevant assistance and support to evolving supply needs and situations facing children and families, including emergency situations, with a priority on achieving value for money.
• Support supply planning through coordination with Operations/Program Sections. Provides technical support in preparation of appropriate documents, and input on specifications and supply arrangements, facilitating cost-effective efficient procurement in support of the country program implementation.
• Assist in the Country Program strategy planning review to recommend on supply requirements and to provide support in the preparation of Plan of Operations and Plans of Action. Assist in the implementation of Procurement component of the Country Program.
• Implement sound, accurate procurement management systems, procedures, and documentation as well as regular, accurate reporting to maintain the highest level of integrity, standards, and accountability.
• Maintain effective working relations and contact with the Supply Division, Copenhagen, to confer on procurement and shipping policies and procedures. Advise the country office on policies and procedures impacting on offshore and local procurement and delivery. Maintain link with Copenhagen on transnational shipments, deliveries, claims, and appropriateness of supplies.
• Supervise the staff in preparation of appropriate documentation: cash and supply requisitions, purchase orders, CRC submissions etc.
• Participate in the preparation/compilation of the supply status reports required for donor reports, budget reviews, program analysis, annual reports, appeals, etc.
• Support UNICEF as well as Government capacity-building to enhance efficient, effective, and timely supply delivery.
• Plan, design, and conduct training for UNICEF’s staff/consultants and counterparts in procurement management, customs clearance, distribution and inventory of supplies and equipment to improve supply delivery.
• Assists in the identification of training needs and plan training activities in procurement administration for UNICEF’s staff/consultants and counterparts, to improve supply delivery.
• Conduct and monitor effective procurement, local, regional and/or offshore, with a goal to attain lowest cost without sacrificing quality as applicable.
• Conduct local procurement through issuance of tenders, bid adjudication and contract management Identify and recommend potential local suppliers. Maintain data on and evaluate local supply sources’ overall performance, (competitive pricing, product quality and timely delivery). Assess supply operations and control mechanisms and propose appropriate actions.
• Monitor progress of offshore and/or regional procurement through regular contacts with the Action Office(s).
• Communicate and report quality issues with respect to supplies and/or service agreements.
• Collaboration and Partnership
• Coordinate with the Program Section on supply planning, providing technical support on procurement specifications and procurement administration as well as providing advice on supply requirements in the development of the procurement component of the Country Program
• Provide advice to the Country Office and Government on offshore and/or local procurement policies and procedures, delivery and utilization of UNICEF supplies and equipment; coordinate with the Supply Division, Copenhagen, on procurment policy and/or activities.
• Team with the Program Section and other members of the Operations Section to facilitate procurement as well as efficient customs clearance, storage and distribution of supplies and equipment.
• And any other responsibilities as per assigned by the supervisor to support the country office.

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

Education

• Completion of Secondary education

Experience:

• Minimum five (5) years of working experience in the Procurement field in general, three (3) years and an additional two (2) years of experience may be substituted for candidates holding a Bachelor’s and Master’s degree, respectively.
• Excellent knowledge of SAP and use of collaborative tools (SharePoint/Teams).
• Experience in carrying out local procurement of goods and services.
• Experience in dealing with LTAs and complex contracting of services.
• Ability to work independently with minimum supervision.
• Work experience in emergency duty stations.

Language Requirements:

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/579778