Procurement Associate, G6, TA, 364 days, Procurement, PFP, Geneva, Switzerland

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 7,856 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.

UNICEF PFP Geneva has an ongoing requirement for goods and services in a broad range of areas and to varying levels of complexity. Such areas include fundraising, market research, corporate social responsibility, corporate screening, IT, finance, HR, building facilities and management, and other areas as may be required in support of Geneva-based UNICEF entities. The Procurement Associate will be responsible for carrying out all procurement activities for assigned requirements, from planning to supplier performance management.

The Procurement Associate will also support engagements with Regional Operations to assess their procurement needs.

Under the general guidance of the Procurement Officer, the Procurement Associate will provide a broad range of transactional, procedural, and administrative tasks in support of the efficient contracting of services and related goods for PFP and Geneva-based UNICEF entities. The work of the Procurement Associate must be in compliance with UNICEF Financial and Procurement rules and regulations, ensuring timely and efficient operations. In particular, providing effective customer service to internal clients and demonstrating the capacity to research, adapt and evaluate irregular cases and recommending improvements to process delivery and design. The Procurement Associate works towards the overall goal of meeting the needs and requirements of the internal clients and achieving the Best Value for Money for UNICEF.

How can you make a difference?

Many of the tasks mentioned below will have to be run simultaneously for different projects, hence requiring good organizational and time management skills. Key tasks will include:

1. Reviews and evaluates incoming Purchase Requisitions and requests to ensure quality and adequacy of information, TORs/specifications, appropriateness of requests, Amendments (i.e., cost and no-cost extensions), quantities, delivery dates, budgets, etc. and monitor sales orders/requisitions to ensure completion of procurement action in a timely manner.
2. Conduct procurement of goods and services in accordance with UNICEF rules and regulations; prepare solicitation documents (i.e., RFQs, ITBs, RFPs), conduct bid openings, bid tabulations, bid evaluations, arrange site visits, meetings, interviews with bidders, CRC submissions, prepare LTAs, POs, Contracts in SAP/VISION.
3. Provide guidance and assistance to internal customers on UNICEF procurement-related processes, Financial Rules and Regulations, and best practices and ensure effective contract management. Provide guidance and assistance to vendors/bidders on registration, bid submission, invoicing, tax exemption certificates, etc.
4. Prepares Purchase Orders / Institutional Contracts against existing Long-Term Arrangements (LTA) ensuring that the LTA has valid quantities, pricing, etc., and lead-time meets requirements.
5. Assists the Procurement Officer / Specialist in coordinating and compiling procurement/supply plans received from PFP business units and all Geneva-based entities and the periodic (i.e. quarterly) monitoring.
6. Ensures evaluation of suppliers (i.e. Vendor Performance Evaluation, Scorecards) with respect to delivery of performance and commercial acceptability is satisfactorily performed in a timely fashion by internal customers. Follow up with evaluators on their inputs, and escalate when appropriate (i.e. vendor performance issues).
7. Maintains comprehensive Procurement and Supplier files, both paper and electronic files, with all required procurement documentation (i.e. fully executed POs / LTAs, Award Recommendation Document, tender documents, evaluations, bids, Waiver of Competitive Bidding, Note For the Record, invoices, delivery receipts, payment requests, correspondence, etc.) in accordance with UNICEF Procurement Procedures.
8. Ensure CRC meetings are prepared and implemented smoothly. Organize CRC meetings assisting as rapporteur, ensuring quorum, availability of information, and meetings well documented.
9. Handle administrative tasks in support of the Unit (i.e., Attendance, Budget, Travel, Funds Commitment, PRs/POs, invoices, etc.)
10. Carry out other functions as may be assigned by the Procurement Officer and the head of the Unit, the Procurement Manager.

Deliverables

• Timely, effective, and efficient review of the incoming request, feedback provided to business partners, and sourcing is done through engagement with Business Partners/UN entities and multilateral partners. Tenders issued for all goods and services meeting deadlines and programmatic objectives.
• Bidding processes executed in full transparency, feedback provided to vendors, awards published, processes completed and properly documented.
• Business Partners aware of Procurement processes and procedures. The guidance is provided as and when required to internal customers but also to vendors.
• Purchase Orders/Institutional Contracts and LTAs issued in accordance with UNICEF Procurement procedures, achieving maximum value for money, ensuring valid quantities, pricing, and meeting lead-time requirements.
• Procurement analysis of previous year executed, Business Unit’s planning sessions conducted and documented, procurement plans available, regular monitoring with internal customers organized.
• Supplier evaluations executed, properly documented, and filed. Feedback to suppliers is implemented as and when required.
• Filing system in place and updated for all procurement cases and agreements under his/her portfolio. Continuous process improvements proposed and implemented supporting the efficiency of the Procurement Unit.
• CRC cases planned, submitted, documented, and filed.
• Rapid and relevant responses and assistance provided to administrative tasks and any evolving need within the activities conducted by the Procurement Unit.

Estimated Duration of the contract

• 364 days

Reporting To:

• The Procurement Officer in PFP Geneva

Working Place:

• Geneva, Switzerland

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

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work

Experience:

• A minimum of 6 years of relevant administrative or clerical work experience is required.
• Solid experience with UN Supply & Procurement policies, procedures, and systems, in particular related to procurement of complex services.
• Experience managing international tenders and interacting with the UN and/or multilateral organizations, global vendors, and decentralized offices.
• Good knowledge of ERP/VISION environment.
• General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Switzerland and/or a commuting area to be considered eligible for this position.
• UN/UNICEF experience is an asset.

Language requirements:

• Fluency in English is required. Knowledge of another official UN language is considered as an asset.

For every Child, you demonstrate...

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

The UNICEF competencies required for this post are...

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drives to achieve impactful results (1)
• Manages ambiguity and complexity (1) are required.

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 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.

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 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:

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 may also be 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.

General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Switzerland and/or a commuting area to be considered eligible for this position.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.