Procurement Services Assistant, GS-5, Procurement Services Centre, Supply Division, Cph

Procurement Services Assistant (GS-5 level)

Transaction Management Unit, Procurement Services Centre UNICEF Supply Division

UNICEF works in 190 countries and territories to protect the rights of every child and has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. Supplies are essential to fulfil children’s rights. UNICEF procures and supplies over 5,000 products to address the needs of children. Supporting child survival and development programmes around the world, UNICEF-procured supplies are critical in providing for children’s health, education and protecting them from abuse, exploitation and neglect.

For Every Child…a Sustainable Future

Procurement Services Centre is responsible for Procurement Services activities and providing partnership, coordination and monitoring support to Supply Division Centers, Regional and Country Offices working on Procurement Services activities.

The Transaction Management Unit (TMU) - team within PSC is responsible for managing and having an oversight of the operational aspects of Procurement Services from ‘a to z’ vis a vis the Partners: including governments, NGOs, International Funding Institutions such as WB, and lsDB, development partners such as JICA and other UN agencies; the TMU is managing screening and logging incoming requests and assigning to respective Business Units, managing Partner expectations, overseeing and monitoring all PS transactions of the Division, CE issuance of WH items, identifies and establishes Key Accounts and Special Projects, Project monitoring including KPI monitoring. Operational support to Procurement Services Focal Points, acting Help Desk, follow up on complaint handling and overall operational improvements.

TMU is also acting as a normative Help Desk for the PS Function of the Division. With increased complexity of the transactions, the dedicated sub-unit for this normative role providing guidance, training, acting Help Desk, operational and system improvement projects (eg. CRM, Concept notes, DPs etc.), is essential.

This position is based in Copenhagen and reports to the Procurement Services Officer, TMU.

How Can You Make a Difference?

Under supervision and guidance of the Procurement Services Officer, responsible for processing requests from analyses/assessment of partner’s needs, timely and accurate processing of cost estimates and sales orders; issuing and expediting of orders and deliveries and reporting to meet/satisfy the needs and expectations of partners.

Key functions/accountabilities:

1. Performs all procurement services activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures. 2. Manages and monitors PS transactions for assigned partners, under the guidance of the Procurement Services Officer and in line with procedure requirements. 3. Analyses requests, identifies and addresses any potential operational risks, and communicates with partners, country offices and SD centres to ensure the clarity of specifications, appropriateness, delivery requirements and delivery dates. 4. Prepares cost estimates for warehouse items, including freight quotes in collaboration with business units and shipping unit. 5. Prepares sales orders for warehouse items and monitors and follows up on progress of sales orders to ensure that commitments entered into when preparing the cost estimates are met. 6. Ensures budgetary limits of the sales orders are respected. 7. Expedites purchase orders and deliveries to ensure timely delivery. Transmits all relevant information to partner to facilitate delivery and customs clearance of shipments. 8. Prepares and provides timely and regular status / monitoring reports to partners and other offices in UNICEF. 9. Closing of transaction files, ensuring adequacy and completeness of information in accordance with guidelines. 10. Ensures good communication and support to partners throughout the whole procurement process. 11. Provides inputs to the discussions and analysis on PS operational improvements. 12. Other duties as may be required.

To qualify as a Champion for every Child you will have…

Required: • Valid work permit and residency in Denmark at the time of submitting the application. Note that the selected candidate is responsible for obtaining any required extension of their residency permit as an extension cannot be dependent on an employment with UNICEF. • Completion of secondary education and technical university courses in Business Administration or related field. • A minimum five years of working experience in a similar administrative function. • Proficiency in use of data process systems. • IT skills and working knowledge of SAP, Microsoft – Excel, Powerpoint and Word software. • Knowledge of public procurement principles. • Analytical skills • Excellent customer service • Good planning and organizational skills • Ability to deliver quality work that is timely, complete and accurate with minimum supervision following instructions and procedures. (attention to details). • Fluency in English

Desirable: • Project management skills • Proficiency in an additional UN language (Russian, Spanish, Chinese, Arabic, French)

For every Child, you will demonstrate..

Core Values attributes • Care • Respect • Integrity • Trust • Accountability

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

To view our competency framework, please click here: https://www.unicef.org/careers/get-prepared#Competencies

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. 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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. UNICEF is committed to promote the protection and safeguarding of all children.

Remarks

Kindly note that this advertisement may be used to fill other upcoming positions in Supply Division.

The closing date is 6 September 2021. Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process. Queries can be directed to Lilia Winkel-Petersen at [email protected]

Visit us at www.unicef.org/supply/