Supply & Logistics Associate, GS6, Suva, Fiji, 8 months

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, sustenance.

In the Pacific we work in Cook Islands, Fiji, Kiribati, Marshall Islands, Federated States of Micronesia, Nauru, Niue, Palau, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, Vanuatu: These 14 Pacific island countries are home to 2.3 million people, including 1.2 million children and youth, living on more than 660 islands and atolls stretching across 17.2 million square kilometers of the Pacific Ocean, an area comparable to the combined size of the United States of America and Canada. Kiribati, Marshall Islands, Federated States of Micronesia, Solomon Islands, and Tuvalu are classified as Fragile States according to World Bank/OECD criteria.

All 14 Pacific Island countries and territories have ratified the UN Convention on the Rights of the Child, but only a third are on track with reporting obligations. Explore the different areas of our work in the link provided here www.unicef.org/pacificislands

This role is a temporary backstop for eight (8) months due to maternity leave. Candidates interested in a temporary short-term contract are encouraged to apply.

How can you make a difference?

The Supply and Logistics Associate will be responsible to performs highly skilled work on UNICEF supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases.

Summary of key functions/accountabilities:

• Planning:
• In consultation with supervisor and the supply team, provide input to the Country Programme Action Planning and advise on Supply requirements for the execution of the Annual Supply Work Plan. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including performance indicators, and assessment of fit for purpose and end-user verification/monitoring of products and services.

• Support supply and logistics emergency preparedness and response activities including establishment of Long-Term Arrangements (LTAs), Procurement and Logistics actions, and pre-positioning of stock.

• Procurement/contracting:

• Provide input to and advice on the annual supply plan. In collaboration with supervisor, conduct procurement and contracting process and support with best practices which help to strengthen supply chain systems which significantly contributes to Programme results.
• Liaise with internal clients in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Identify opportunities to strengthen sustainability of supply chains.
• Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. In consultation with supervisor and the supply team, review and provide inputs on Terms of References for service contracting and specifications for goods. Review technical evaluations to ensure equal assessment of suppliers and that scores are commensurate with comments. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor and internal customers. Organize bid openings and conduct technical and financial analysis of offers as might be required.. Conduct pre-bid meetings, clarifications and negotiations with suppliers and contractors. Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work. Support potential suppliers to register through the United Nations Market Place platform (UNGM).
• Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and Institutional Services contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
• Keep stakeholders/partners informed on the progress. Liaise with suppliers and contractors, ensuring timely follow-up on delivery schedules. Monitor expiry of contracts and take timely action for renewal and/or closure.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

• Prepare procurement and supply reports (open SO, PR and Institutional Services Contracts), goods and services delivery reports. Conduct procurement analysis and provide inputs to reporting to management and programme colleagues on procurement status, timelines, trends and KPIs.

• Logistics:

• Liaise with supply colleagues as well as internal clients and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.
• Liaise closely with service providers to ensure smooth flow of supplies into the Pacific Islands Country and through in country logistics delivery modalities.

• Manage documentation processing for execution of logistics operations (e.g. shipping documents, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

• Warehousing and inventory management:

• Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.
• In alignment with Supply and Logistics team, to liaise with vendors, partners and stakeholders about the warehouse management needed.

• Liaise with internal clients in planning the deliveries/dispatches from/to our warehouse for the supplies of goods.

• Other duties/responsibilities:

• Provides practical input on implementation of guidelines in the area of supply and logistics, in close coordination with the supervisor and/or Dep Rep Ops.
• Supports supervisor and eventually Dep Rep Ops, and updates staff on supply and logistics policies, procedures rules and regulation. Implements the appropriate application and interpretation of S&L rules, regulations, policies and procedures.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on supply and logistics matters as required.
• 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.

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

Experience:

• A minimum of 6 years of experience in supply chain management, administration and/or a commercial context is required.
• Relevant experience in a UN system agency or organization is considered as an asset.
• Experience in using supply related modules or ERP system will be an asset.
• Understanding of development and humanitarian work is an advantage.
• Developing country work experience and/or familiarity with emergency is considered an asset.

Language: Fluency in English is required, and knowledge of a local language would be an asset.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS) and core competencies in Communication, Working with People, and Drive for Results.

The functional competencies required for this post are...

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

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

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:

This position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/ assessment within the scope of child safeguarding as appropriate.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, are encouraged to apply to become a part of the organization.

This VA is open to internal and external candidates of Fijian nationals only.

UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/”

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

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.