Contracts Assistant, GS-5, 364 days, Ulaanbaatar, Mongolia (For Mongolian Nationals only)

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UNICEF - United Nations Children's Fund

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Application deadline 3 years ago: Sunday 28 Mar 2021 at 15:55 UTC

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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. More about G-5 contracts.

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, deliver...

The Government of Mongolia and the United Nations Children’s Fund for Mongolia (UNICEF), under its 5th Country Programme (2017-2021), aim to strengthen national and decentralized systems to ensure most disadvantaged children benefit from increased access to and utilization of services that promote health, clean air, nutrition, inclusive education, early childhood development, social protection, child protection, WASH and climate change action.

How can you make a difference?

Procurement/contracting:

  • Provide input to the formulation of the annual Supply Plan. 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.
  • Where relevant, support product innovation and market shaping initiatives for specific categories of supplies and services providing relevant data.
  • Liaise with colleagues from respective programme sections in planning procurement and contracting initiatives, supporting development of relevant specifications, terms of reference, and logistics arrangements and timelines. From lessons learnt, contribute with good practices to strengthen sustainability of supply chains.
  • Prepares documentation for the 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. Assists with bid openings, and technical and financial analysis of offers as might be required. Conduct clarifications with suppliers.
  • Prepare equests for award including submissions to Contract Review Committee. and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
  • Keep stakeholders/partners 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 UNICEF Programmes.
  • Regularly extract reports on the status of the existing LTAs, contracts, Purchase Orders (POs) and take necessary action in coordination with the relevant Programme.
  • Conduct local market surveys on ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs.

In-country logistics:

  • Provide input on the logistics component of the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Keep track of demurrages and detention charges. Negotiate with Airport/Port/Shipping Line for waiver of demurrage/detention charges whenever required. Calculate budget requirements for various delivery modalities and ensure establishment of budget with the colleagues from the respective programme sections.
  • Provide support in logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liase with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.Maintain and process documentation 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.

Alternative delivery mechanisms and procurement services:

  • Ensures continuous availability of data related to procurement, including forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules. Prepares periodic reports, and ad-hoc reports as needed.
  • Assist in activities that lead to building partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
  • Support Procurement Services (PS) transactions and projects in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support partners on forecasting and costing of PS-channel supplies. Monitor the submission of requests, PS cost estimates, Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. Support communications and follow up with programme colleagues and partners regarding partnership requests and negotiations as required.
  • Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the various stages of each transaction.
  • Monitor the incoming pipeline of PS shipments. If required based on the division of responsibilities agreed in the Memorandum of Understanding (MoU) and Cost Estimate (CE), assist the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point.

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

  • Completion of secondary education is required, preferably supplemented by technical or university courses in business administration, supply chain management, procurement or logistics is considered as an asset.
  • Minimum 5 years of progressively responsible administrative and/or supply-related work experience (procurement, supply or logistics) is required.
  • Familiarity with UNICEF, UN supply procedures and systems is an asset.
  • Knowledge of Microsoft Office, especially Excel and ERP systems (preferably SAP) is considered as an asset.
  • Strong organizational, planning and prioritizing skills and abilities.
  • Strong customer orientation and proactive communication skills.
  • Fast learner, adapts and responds to change, tolerates ambiguity.
  • Fluency in English is required. Knowledge of another official UN language or a local language is an asset.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are...

  • Builds and maintains partnerships [I]
  • Demonstrates self-awareness and ethical awareness [I]
  • Drive to achieve results for impact [I]
  • Innovates and embraces change [I]
  • Manages ambiguity and complexity [I]
  • Thinks and acts strategically [I]

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and 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 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.

Added 3 years ago - Updated 2 years ago - Source: unicef.org