Procurement Associate, GS-6, FT, WSEC, Supply Division, Copenhagen, Denmark (#00018744)

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 4,599 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 centralizes 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 in respective team, being responsible to end-to-end supply chain transactions and ensure accurate and timely completion of transactions and tasks on daily basis, focus on emergency response in compliance with procedures and coordination with appropriate parties.

How can you make a difference?

Planning:

• Provide input to centre work plan, assist and participate in the forecasting and planning. Prepare and monitor tender calendar, including performance indicators.
• Draft and prepare international tender invitations for the establishment of Long-Term Agreements and Direct Order Arrangements. Prepare CRC submissions or Award Recommendation documents.
• For non-LTA WASH commodities, draft and prepare international tender invitations, prepare CRC submission when applicable, draft and prepare Purchase Orders.
• Manage bid openings and coordinate technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers. Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work.
• 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.

Procurement/contracting:

• Conduct data review and analysis for WASH commodities, procurement trends. Conduct market research in relevant areas for UNICEF and advice on best approaches to obtain best value for money and sustainable procurement. Support product innovation and market shaping initiatives for specific categories of supplies and services.
• 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 and evaluate incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, budgets.
• 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. Pro-actively follow-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.
• Implement appropriate vendor management practices e.g. supply performance reviews, onboarding of new suppliers. Monitor and evaluate supplier performance and communicate with suppliers to improve performance. Prepare evaluation of suppliers with respect to delivery performance and commercial acceptability, including liquidated damages.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

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 to ensure pipeline monitoring and data analysis, including the analytics for procurement notes/strategies, price review note to records.
• Contribute to regular review of business processes, procurement procedures and guidance notes.
• Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.

Warehousing replenishment management:

• Manage UNICEF warehouse replenishment for WASH 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.
• Assist in inventory claims and disposal of damaged items as per UNICEF procedures in collaboration on with relevant colleagues.

Alternative procurement and delivery mechanisms:

• Assist and participate in events/meetings that build partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
• In collaboration with procurement and technical colleagues, identify opportunities for capacity building and improving the procurement and supply chain process to make it more effective, including documenting best practices and lessons learned.

Other duties/responsibilities:

• 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 and the team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows and contributes to operational improvements.

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 supply chain, business administration, contract/commercial law, or another relevant technical field.

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

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

Other skills:

• Thorough knowledge of a range of specialized topics, including the relevant 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 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 supply related modules within UNICEF ERP system.
• Ability to establish priorities and plan his/her own work and plan, coordinate and monitor the work of those under his/her supervision.
• Ability to draft clear and concise reports or rationale for supply related decisions on key issues.

Eligibility note: 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.

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…

• 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)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (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:

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.

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