Procurement Assistant, GS-5, TA, WSEC, Supply Division, Copenhagen, Denmark (post #00122736)

Overview

Manage procurement processes and support supply chain operations.

You have:

• Completion of secondary education
• A minimum of 5 years of relevant administrative experience in procurement, contracting, supply chain management or a commercial context
• Fluency in English
• Technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.
• Understanding of development and humanitarian work
• Proficiency in another UN language (Spanish, French, Russian, Chinese, Arabic) or Danish

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 4,388 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 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, every right

The Water, Sanitation and Education Centre (WSEC) is part of Supply Division and centralises the contracting and procurement of WASH, Education and Project Support commodities for all UNICEF offices, and SD warehouse hubs focusing on optimizing emergency response and access to affordable and quality assured goods on timely manner. WSEC is responsible for establishing global long term procurement arrangements for respective portfolios.

The role will be providing pro-active independent coordination of contractual support and data analytics in respective team, being responsible to end-to-end supply chain transactions and ensure accurate and timely completion of tasks on daily basis, focus on emergency response in compliance with procedures and coordination with appropriate parties.

How can you make a difference?

1. Planning:

• Reviews and evaluates incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, budgets. Prepare and draft price and cost estimates for PS transaction including freight.
• 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.
• Prepares sales orders, monitor and follows up on progress of sales orders to ensure that commitments entered into are met.
• Drafts and prepares 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.
• 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.
• For non-LTA commodities, draft and prepare international tender invitations, prepare CRC submission when applicable, draft and prepare Purchase Orders, piggyback on other UN organisations LTA, as applicable
• Conduct market research and draft/ prepare procurement notes and Request for Expression of Interest (REOI)

• Support supply emergency preparedness and response activities including Emergency Supply List review and regular monitoring of Critical Deliveries and Emergency orders and pre-positioning of stock.

  2. Procurement/contracting:

• Assist in managing extensions and price revisions (if any) and monitors utilisation of Long Term Agreements and Direct Order Arrangements, including preparing historical data analyses of LTA usage.

• Establish Long Term Agreements and Direct Order Arrangements. Manage (including extensions and price revisions) and monitors utilisation of Long Term Agreements and Direct Order Arrangements, including preparing historical data analyses of LTA usage.
• Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
• Review material specifications and requirements with customers, countries, the Technical counterparts and Quality Assurance Centre to ensure completeness and appropriateness. Ensure that customers’ claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.
• Monitor and follow-up on progress of sales orders to ensure that commitments entered into are met. Keep stakeholders/partners informed on the progress.
• Implement appropriate vendor management practices e.g. supply performance reviews. Monitor and evaluate supplier performance and communicate with suppliers to improve performance. Prepare evaluation of suppliers with respect to delivery performance and commercial acceptability.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.
• Manage and process PS requests related to respective portfolio and in close coordination with PSC and requesting country in a timely manner.

3. Supply chain delivery:

• Monitor the status of centre specific KPIs. Assist in preparation and analysis of all information materials, including presentations, notes, reports etc. Use supply dashboards and other tools and dashboards to ensure pipeline monitoring and data analysis.
• Contribute to regular review of business processes, procurement procedures and guidance notes.

4. Warehousing replenishment management:

• Assist relevant staff member (if requested) in warehouse replenishment for project support commodities in line with UNICEF policies and procedures for SD warehouse and SD controlled hubs in close collaboration with warehouse colleagues to ensure timely processing of orders and avoiding stock-outs.
• Manage UNICEF warehouse replenishment for respective commodities in line with UNICEF policies and procedures for SD warehouse and SD controlled hubs in close collaboration with warehouse colleagues to ensure timely processing of orders and avoiding stock-outs.

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

Requirements:

• Completion of secondary education
• A minimum of 5 years of relevant administrative experience in procurement, contracting, supply chain management or a commercial context
• Fluency in English

UNICEF staff members globally and applicants who are EU nationals or in possession of a valid work permit for Denmark are eligible to apply. General Service (GS) staff are personally responsible for any travel and accommodation arrangements and UNICEF will not cover any costs related to relocation.

Desirables:

• Technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.
• Understanding of development and humanitarian work
• Proficiency in another UN language (Spanish, French, Russian, Chinese, Arabic) or Danish.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

UNICEF competencies required for this post are…

• Builds and maintains partnerships (1)
• Demonstrates self-awareness and ethical awareness (1)
• Drive to achieve results for impact (1)
• Innovates and embraces change (1)
• Thinks and acts strategically (1)
• Manages ambiguity and complexity (1)
• Works collaboratively with others (1)

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. 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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Potential interview questions