Procurement Associate, GS 6, FT, Minks, Belarus

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. More about G-6 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, support.

UNICEF is the world's leading organization for children, and we've been working in Belarus for nearly 30 years. We work with the government, public organizations, and the private sector to ensure that all children in Belarus have the best possible start in life. Our work focuses on four key areas: supportive family environments, access to justice, future generations and partnerships and investments for children.

How can you make a difference?

Under the supervision of the Operations Manager, Procurement and Logistics Associate leads and carries out responsibility for end-to-end procurement and supply chain management from the beginning to the end of the process and provide input into the design and development of improved procurement and supply chain services and delivery mechanisms.

Key functions, accountabilities and related duties/tasks:

1. Procurement and Supply Chain

Procurement/contracting: • In consultation with supervisor, advise on goods and services procurement requirements for annual work plans. • Conduct data review and analysis for development of procurement strategies. • Conduct market research in relevant areas for UNICEF and advise on best approaches to obtain best value for money and sustainable procurement. Prepare and maintain supplier database. • Support product innovation and greening initiatives in procurement. • Support harmonized and collaborative procurement, by contributing to the activities of UN Task Forces for procurement of goods and services. • Provide guidance and assistance to internal customers on UNICEF procurement-related processes and best practices. • Review and evaluate 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. • 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, prepare requests for award. • Draft CRC submissions in eCRC tool and arrange vendor evaluations by Supply Division as required. • Arrange for Long Term Arrangements (LTA) in case of repetitive procurement, ensuring valid quantities, pricing, etc. and lead-time meet requirements. • Prepare LTAs, PRQs/SOs/POs in SAP/VISION, ensuring completeness of documentation in UNICEF systems. • Implement appropriate vendor management practices. Ensure evaluation of suppliers with respect to the delivery of performance and commercial acceptability is satisfactorily performed in a timely fashion. Follow-up with evaluators on their inputs, escalate when appropriate (i.e. vendor performance issues). Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules. • Support establishment of effective procurement workflows. Develop and facilitate training of newcomers. • Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

Logistics: • Provide logistics input to the procurement/supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Advise on budget requirements for various delivery modalities and ensure establishment of budget with clients. • Liaise with supply colleagues as well as clients and using supply dashboards to ensure pipeline monitoring, appropriate logistics capacity and timely customs clearance of supplies entering the country. • Provide specialized support in the area of logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of goods/programme supplies. Liaise with internal and external stakeholders to contribute to effective delivery. • Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms. Manage documentation processing 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.

Warehousing and inventory management: • Manage UNICEF warehouse facilities and operations in line with UNICEF policies and procedures. Assess warehousing capacity, including availability of space. Assess new warehouse facilities when required. • Maintain appropriate warehousing and inventory management processes in support of the country programme implementation. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained. • Supervise receipt of consignments and dispatch of supplies. • Prepare stock reports. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee.

Alternative delivery mechanisms and procurement services: • Support assessment of and collaboration with implementing partners including civil society, for establishment of Programme Cooperation Agreements (PCAs), and monitoring of procurement/supply components under Harmonized Approach to Cash Transfers (HACT). • Facilitate Procurement Services (PS) transactions in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies. Monitor the issuance of 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. • 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), supervise the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point. • In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the supply chain process to make it more effective.

Other duties/responsibilities: • Support supply emergency preparedness and response activities including establishment of Long-Term Arrangements (LTAs), Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock. • In collaboration with supervisor, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals, the team and counterparts. Other duties as required.

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 procurement and supply chain, business administration, contract/commercial law, or another relevant technical field. For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace additional two years.

Experience:

A minimum of 6 years of relevant administrative experience in procurement and supply chain management or a commercial context is required. Understanding of development and humanitarian work is an advantage.

Developing country work experience and/or familiarity with emergency is considered an asset.

Language Requirements:

Fluency in English and Russian is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Skills: • Thorough knowledge of a range of specialized topics, including the relevant procurement and supply chain policies, partnership mechanisms, rules and regulations. • High level of proficiency or skill is required in the interpretation and application of specialized rules and regulations to the particular circumstances of complex individual cases. • Experience using MS Word, Excel, PowerPoint and other UNICEF office tools. • Demonstrated understanding of the relevant procurement and supply chain processes and ability to consistently apply relevant policies, procedures and good practices in the daily work. Good judgement in order to handle complex cases including considerations for exceptions. • Ability to develop and maintain effective working relationships with clients, suppliers and colleagues and gain the assistance and cooperation of others in a team endeavor. • Ability to use procurement/supply related modules within UNICEF ERP system. • Ability to establish priorities and plan his/her own work. • Ability to draft clear and concise reports or rationale for procurement/supply related decisions on key issues.

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: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

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.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable male candidates and person leaving with a disability are encouraged to apply.

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). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be cancelled.

All selected candidates will 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.

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.

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