Supply Chain Management Associate (Operations)

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Zimbabwe, Zambia, Mozambique and island states.

Project

The Project will fall under the purview of the UNOPS KEMC (Kenya Multi Country Office) Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Eritrea, Zambia, Zimbabwe, Mozambique and several Island states. This specific position will be based in Mozambique.

Mozambique is recovering very slowly from the effects of Cyclone Idai and Kenneth which struck in quick succession in 2019. The country is in pursuit of peace between the Government and RENAMO - a process supported by UNOPS. At the same time, the North of Mozambique is experiencing an insurgency that has made thousands homeless and is already spilling into Tanzania.

UNOPS is preparing for quick mobilization in Mozambique and therefore multiple positions are being advertised to enable rapid deployment and response to this emergency.

Position Background

Under the overall supervision of the Project Manager the Supply Chain Management Associate (Operations) will be based in Pemba Mozambique.

Functional Responsibilities

The Supply Chain Management Associate (Operations) ensures provision of efficient and timely support services in all field operations related to the above mentioned project in relation to supply chain management.

He/she promotes a client-focused, quality and results- oriented approach and provides support to procurement personnel. In the discharge of her/his duties, the Supply Chain Management Associate (Operations) works with minimal supervision and liaises with the Project Support officer and the Project manager.

Summary of key results are as following:

1. Transactional Procurement Support services
2. Procurement planning and systems
3. Requisitions/procurement and sourcing
4. Bidding and tendering
5. Contract administration
6. Logistics and Asset Management

Transactional Procurement Support services Supports with transactional procurement activities within UNOPS rules, regulations, policies and strategies, including undertaking the following:

• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.
• Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global Market Place, and other external sources.
• Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.
• Information databases, all procurement and records updated and maintained.
• Status reports generated, as required.

Procurement planning and systems - Collaboration with projects personnel and in the preparation of their field procurement plans. - Collaboration in the implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity. - Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office. - Constant liaison maintained with vendors and consignee until safe delivery of goods is achieved.

Requisitions/procurement and sourcing - Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage. - Review of requisitions for completeness. - Support field personnel in the of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests. - Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters. - Availability of all supporting documents for audit and review purposes; - Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics.

Contract administration - Ensures team provision of support to efficient contract administration, focusing on achievement of the following results: - Follow-up on signing of contracts by vendors. - Obligation of funds in the Enterprise system and obtaining of appropriate signatures for approval.

Logistics and Asset Management - Process tax exemption requests for imported goods by the project and its contractors. - Arrange customs clearance of imported supplies, materials, equipment and/or vehicles. - Receive shipment of project’s assets, following RIR protocol and liaising closely with requesting units to ensure accurate deliveries and records; inventories are property bar-coded and entered into the UNOPS ERP inventory management system. - Receive and inspect all delivered assets from contractors and suppliers and ensure all stored assets are securely kept, protected, well-organized, and properly accounted for. - Manage stock take of stores on a monthly basis - Update the register for assets, non-expendable property and equipment on regular basis. - Ensure field offices are functional and field teams have what is required to perform their tasks. Liaise with owners, utilities and local authorities when required. - Perform any other relevant task assigned by the supervisor.

Education

• Secondary education required.
• First level university degree (bachelor or equivalent) in procurement, logistics, supply chain management, commerce, business administration, or any other related field is desirable.

Experience

• A minimum of six (6) years of relevant experience in Procurement, Logistics or Supply Chain Management with national, international public or corporate organizations is required.
• Experience in handling of web-based management system is required
• Knowledge of Mozambique government custom clearance process and procedure is desired

Languages

• Excellent knowledge of the English and Portuguese Language is required

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement Contract level: ICS 6/ LICA 6 Contract duration: ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

*It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

**This is a local post. As such, it is only open to Mozambique Nationals or persons with valid residence permits.

The position is based in a family duty station.***

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.