1x Procurement Assistant (GS-5 level) & 1x Procurement Associate (GS-6 level), TA, 364 days, Cold Chain Unit, Health Technology Centre, UNICEF Supply Division, Copenhagen

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 4,142 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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 positions are placed in the Cold Chain Unit (CCU) within the Health Technology Centre (HTC). The Unit comprises of commercial and technical functions that are jointly responsible for procurement of cold chain equipment (vaccine refrigerators, cold boxes, vaccine carriers, temperature monitoring devices and walk-in cold rooms and freezer rooms) in support to UNICEF’s programmatic goals and objectives Globally. This post is located within commercial function and entails for planning and implementation of timely procurement actions compliant to the UNICEF Rules and Regulations. The work includes supply sourcing by conducting Tenders, establishment and maintenance of Long Term Arrangements (LTA) with suppliers, issuance of Cost Estimates and Purchase Orders, establishing Service Contracts for installation of the equipment, the monitoring of suppliers’ performance and expediting of the orders.

The unit also supports roll out of the COVID-19 vaccine by providing cold chain equipment to over 72 countries via COVAX mechanism.

How can you make a difference?

Procurement Assistant, GS-5 level:

Under the supervision of the Contracts Specialist, the Procurement Assistant is responsible for assistance for a segment of products. Providing effective services to country programs and Procurement Services clients, ensuring accurate and timely processing of Requisitions and requests up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers.

Summary of key functions/accountabilities for the Procurement Assistant, GS-5:

1. Reviews, evaluates, and analyse as necessary the incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, and budgets. In collaboration with the concerned partners prepare and draft price and cost estimates for the PS transaction including freight.
2. 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.
3. Prepares sales orders, monitor and follows up on progress of sales orders to ensure that commitments entered into are met.
4. Drafts, prepares, and provides advice as applicable to the international tender invitations. Assists with preparation of CRC submittals. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.
5. Monitors the status of Country Office programme and procurement service orders and center specific KPIs. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods. Transmits all relevant information to customer including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.
6. Updating of databases and management systems for use by HQ, Field Offices or Regional Offices.
7. Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
8. Maintains order filing in accordance with UNICEF guidelines.
9. Provides support to centers/Country offices as applicable during emergencies.
10. Any other duties or assignments as requested by the supervisor

Procurement Associate, GS-6 level:

Under the supervision of the Contracts Specialist, the Procurement Associate provides responsible assistance for a segment of products and provides effective services to customers, ensures accurate and timely processing of sensitive and highly detailed requisitions and requests up to the completion and closure of the order by having an effective collaboration with the different partners. Continuously works on meeting the goals, needs and the requirements of the various customers.

Summary of key functions/accountabilities for the Procurement Associate, GS-6:

In addition to the above, the Procurement Associate performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures including:

1. Reviews, evaluates, and analyses the incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, and appropriateness of requests, quantities, shipment, delivery dates, and budgets. Prepare and draft price and cost estimates for Procurement Services transaction including freight with close contact and partnership with the concerned customers.
2. Reviews material specifications and requirements with customers, countries, 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.
3. Prepares sales orders, monitors and follows up on progress of sales orders to ensure that commitments entered into are met.
4. Drafts, analyses and prepares international tender invitations. Assists with preparation of Contract Review Committee submittals. Drafts, prepares, and give advice where applicable on the various Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.
5. Monitors the status of Country Office programme and procurement service orders and center specific KPIs. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods. Transmits all relevant information to customer including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.
6. 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
7. Contributes to the regular review of business processes, manuals and release note, and divisional and centre procedures.
8. Assists in preparation of comprehensive forecast exercise to secure a sustained and uninterrupted supply. Preparation and monitoring of detailed allocations database listing country office forecasts vs. supplier availability.
9. Pursues operational improvements in co-ordination with operational staff in other sections and Country Offices. Provides coaching and training to new staff.
10. Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
11. Maintains order filing in accordance with UNICEF guidelines.
12. Provides support to the centers/country offices at emergencies as applicable.
13. Any other duties or assignments as requested by the supervisor.

To qualify as a Champion for every Child you will have…

For the Procurement Assistant, GS-5 position:

Required:

• 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.
• Completion of secondary education with additional training in Business
• Minimum five years of relevant working experience, preferably in a procurement function, from an administrative function in a commercial working environment
• Fluency in English

Desirable:

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

For the Procurement Associate, GS-6 position:

• 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.
• Completion of secondary education
• Minimum six years of relevant working experience, preferably in a procurement function, or an administrative function in a commercial working environment
• Fluency in English

Desirable:

• Technical or University level courses in business
• Proficiency in an additional UN language (Russian, Spanish, Chinese, Arabic, French)

For every Child, you will demonstrate..

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and below core competencies.

• 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/careers/get-prepared#Competencies

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.

Remarks

Kindly note that this advertisement may be used to fill other upcoming temporary positions (GS-5 and GS-6 level) in Supply Division.

Also, kindly indicate when you apply in our system, which position(s) you are interested in being considered for via the applicant questionnaire.

The closing date is 19 August 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 Louise Pedersen at lpedersen@unicef.org.

Visit us at www.unicef.org/supply/