Country: Denmark
Closing date: 22 Sep 2017
1. Organizational Location
The Contracting and Administrative Associate position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to the Contracting and Administration Associate and/or Procurement Specialist of the Strategic Procurement Cluster of PSB
2. Job Purpose
In direct support of UNFPA’s strategy to achieve the ICPD/MD Goals and ensuring the effective and efficient implementation of procurement processes, the incumbent will be required to provide the following services under the general direction of the Administration Associate or Procurement Specialist of PSB Strategic Procurement Cluster:
- Manage cost-effective procurement services in the area of contracts and long term agreements in support of UNFPA’s programmes and operations
- Administer supplier management activities
- Establish standard documents, work flow process and SOPs for procurement operation
- Perform other duties as required
3. Major Activities/Expected Results
1) Manage cost-effective procurement services in the area of contracts and long term agreements in support of UNFPA’s programmes and operations:
- Manage long term agreement(LTA) process throughout the entire procurement cycle, including needs definition, specifications development, market research, prequalified supplier list maintenance, tender issuance, evaluation of offers, contract issuance, and vendor performance evaluation, in accordance with UNFPA’s Procurement and Financial Policies, Rules, and Regulation.
- Ensure information of products and services is update in the ERP/Atlas system; ensure the update is communicated to clients, donors and other interested parties.
- Liaise with other UN agencies to obtain information on existing LTAs and contracts available for use to meet UNFPA requirements.
- Undertake market research in order to evaluate potential new suppliers and new products. This will require frequent consultation with relevant technical branches in New York, missions in the field and communication with other UN agencies. Keep abreast of market trends and developments in purchasing related fields.
2) Administer supplier management activities:
- Develop Key Performance Indicators (KPIs), monitor and record the performance of LTA suppliers in relation to established KPIs, communicate results to suppliers and buyers, follow up with suppliers on improvement.
- In collaboration with PSB buyers, liaise with customers and suppliers to investigate and follow up on any chronic issues to ensure compliance with contract conditions and customer satisfaction
- Maintain an accurate and active product, supplier and contract base in support of UNFPA procurement requirements.
3) Establish standard documents, work flow process and SOPs for procurement operation:
- Develop procurement work flow process
- Develop templates and SOPs to be applied to the process
- Communicate the document asset to clients, donors and other interested parties.
- Assist in applying the document asset in census procurement operation in the field.
4) Perform other tasks and duties as required.
4. Work Relations
Develop sound working relationships with suppliers.
Develop efficient working relationship with internal and external clients, including IT sector of PSB, PSB buyer team, UNFPA census unit, UNFPA field missions, donors and other UN agencies involved in census programme.
5. Job Requirements
Education:
- Completion of secondary education, preferably with a focus on business administration, economics, demography, procurement and logistics or related fields.
- A university degree at bachelor level in above related field is an advantage.
Knowledge and Experience:
- Minimum 6 years of relevant work experience.
- Experience in procurement, international procurement, public procurement, contracts and supplier management is highly desirable.
- Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.
- Certification in CIPS, procurement, logistics or similar preferred.
- Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex category management.
- Experience in working in team and leading team projects is highly desirable.
- Knowledge of legal aspects of contract management is an asset.
- Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), Atlas (PeopleSoft or alternatively Oracle), E-filing system and other software applications is a strong advantage.
Core Competencies:
- Values/Guiding Principles;
- Self-Management/Emotional Intelligence;
- Appropriate and Transparent Decision Making;
- Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence;
- Knowledge Sharing/Continuous Learning
Functional Competencies:
- Job knowledge and technical expertise
- Communication and negotiation skills
- Innovative in seeking improved working methods
- Diligent and attentive to details
- Ability to effectively establish priorities
- Performance Management
- Flexibility and adaptability in dealing with changing circumstances or job requirements
- Oral and written reporting skills
- Time management skills
Languages:
- Fluency in English is required
- Knowledge of other UN languages an asset
How to apply:
6. How to Apply
UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
We offer an attractive salary, subsidized medical/dental insurance and pension benefits. This is a Temporary Appointment (TA) for 7 months with the possibility of extension.
Applications in English (including letter of interest and completed/signed UN Personal History Form (P11))should be submitted not later than 22 September 2017 at 17:00 (Copenhagen time) via email to:psb.vacancies@unfpa.org
The Personal history form can be downloaded from: http://www.unfpa.org/resources/p11-un-personal-history-form
Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by an interview.
The results of this recruitment process may be used to establish a Roster for Temporary Appointments (TA) of qualified candidates at the same level to meet upcoming recruitment needs at UNFPA PSB.
Please note that the selected candidate must have a valid residence and working permit in Denmark or in any of the countries belonging to the European Union. In case of equally qualified candidates, candidates with working permits in Denmark will be given preference.
Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview.
UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest.
The UN City is a smoke-free work environment.
There is no application, processing or other fee at any stage of the application process.
UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.