Diagnostics Procurement and Supply Assistant

Contract

This is a LICA-5 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

As a key initiative of the Stop TB Partnership, the objective of the Global Drug Facility (GDF), a ISO:9001 certified entity, is to ensure access to quality-assured anti-TB drugs, diagnostics and other supplies by employing innovative business approaches, efficient knowledge management for evidence-driven leadership in market management, strategic procurement, and high quality procurement and supply services to client countries. GDF’s strategic vision of success is that all people requiring TB diagnostics and medicines are able to access them from global markets optimized to meet public health needs. The GDF Manager, Supply Chain and Business Development is responsible for ensuring optimal efficiency of GDF supply chains, supporting client countries in optimizing their supply chains for TB products, maximizing operational efficiency of GDF support to clients, and expanding GDF’s business model. The incumbent works on the basis of general instructions, own experience and precedents, following the Partnership and UNOPS specific procedures and practices, rules and regulations, to ensure smooth workflow in the assigned processes. The incumbent is relied upon to brief colleagues on Partnership or UNOPS specific administrative procedures and practices. The Diagnostics Procurement and Supply Assistant will work under the direct supervision of the Diagnostics Procurement Officer and in close collaboration with the Country Supply Team and other GDF’s Teams. This individual will be primarily responsible for supporting the procurement of diagnostics, medical devices and other health products to a portfolio of countries. The incumbent works on the basis of general instructions, own experience and precedents, following the Partnership or UNOPS specific procedures and practices, rules and regulations, to ensure smooth workflow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent. The incumbent is relied upon to brief colleagues on Partnership or UNOPS specific administrative procedures and practices.

Functional Responsibilities

Procurement Support- Provides procurement, logistical and administrative support to a team of Country Support Officers in the acquisition of TB Diagnostic products. - Prepares quotes to customers by compiling data contained in supplier’s quotations and determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Country Support Officers. - Prepares purchase orders with suppliers including forwarding agents after confirmation of the acceptance of the quote by the customers. - Monitors status of existing requisitions maintain contact with suppliers, freight forwarders and clients to ensure timely delivery of goods and services, - Coordinates shipment of goods from suppliers to countries and verifies receipt and inspection of deliverables and accurately reports, as and if required.

Budget & Finance support - Prepare invoices and relevant document to customers for payment. - Assist in monitoring and analysing contract performance to ensure compliance with contract terms, schedules and cost. - Assist in reconciliation of settlements to be paid by the Finance Unit.

Knowledge Management - Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations. - Investigation and resolution of post-order problems and preparation of progress reports on procurement and supply chain matters, as needed. - Provide input on TB diagnostics logistic or procurement documentation as required. - In close collaboration with other support staff, create and/or maintain filing systems; continually review filing system to ensure information is up to date and effectively and efficiently used. - Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested. - Assist in maintaining the GDF knowledge management system

Education/Experience/Language requirements

Education: - Secondary education/High school diploma is required. - A Bachelor’s or Master’s degree, preferably in logistics, management or procurement will be considered a strong asset and may substitute for some or all of the required years of experience.

Experience - A minimum of 5 years of experience in logistics, import/export, administrative services or related area is required; - Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and expertise of spreadsheet and knowledge of database packages is an asset - Experience in handling of web-based management systems is an asset

Language - Fluency is English required - Knowledge of Spanish is a distinct advantage - Knowledge of other UN official languages is an asset

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: Local ICA 5 / ICS-5 Contract duration: Ongoing subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.