Denmark: Procurement Assistant, G5 TA, 10 months, UNFPA PSB, Copenhagen, Denmark

1. Organizational Location

The Procurement Assistant position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to and receives guidance and policy support from the Procurement Specialist who leads the regional team that serves the procurement and contracting needs of their geographical areas and ensuring that procurement and commercial considerations are fully taken into account in country programmes.

2. Job Purpose

In direct support of UNFPA’s strategy to achieve the ICPD goals and MDG’s and under the supervision and guidance of the Procurement Specialist ensure the effective and efficient implementation of procurement processes in accordance with Financial Rules and Regulation and Procurement procedures of the UNFPA for the provision of the following services:

• Administration, execution and coordination of procurement activities
• Provision of advice and guidance to country offices and other parties on procurement processes and procedures
• Perform other job related duties as assigned.

3. Major Activities/Expected Results

0. Planning activities:

• Support COs in executing proper planning
• Validating submitted Procurement Plans
• Ensuring that these plans are timely implemented

1.Administer, execute and coordinate supply chain management activities:

• Analyze requisitions; communicate with Commodity Security Branch, Country Offices and/or other customers to ensure correctness of the data entered into Atlas (ERP system), clarity of the specifications, appropriateness of the products, quantities, delivery requirements and dates, special requirements such as product registration in the country and special printing on packages in different languages;

• Prepare Requests for Quotations (RFQs), Invitation to Bids (ITBs)/Request for Proposals (RFPs), Respond to all request for bid clarifications from the prospective bidder while ensuring transparency of the process, evaluate bids received and review recommendations from the technical panel and financial panel ensuring that the evaluation process is performed consistent with the requirement specified in the bid, prepare CRC submissions whenever applicable and/or negotiations with suppliers to ensure that the most cost effective proposals are selected;

• Conduct tenders on behalf of the COs

• Consult with requestor on specifications, advise on best practices and initiate purchase procedures.

• Conduct market research to identify potential suppliers for goods and services to be procured;

• Working with other UN organizations in collaborative procurement activities (identifying relevant Long-Term Agreements, establishing MOAs, etc.);

• Review ITBs/RFPs prepared by country offices before these are issued to ensure that the documents are in line with UNFPA Procurement Procedures, support COs during tendering processes;

• Debrief unsuccessful bidders, if required and resolve issues and problems that may arise as a result of disqualification.

• Validating fund validity ensuring that the codes are valid until the goods are being handed over

• Review CRC submissions prepared by country offices to ensure they are complete and accurate and that proper application of processes and procedures has been made. Present submissions to CRC if required;

• Process, issue and manage Purchase Orders using the ERP system of UNFPA (Atlas) according to the Standard Operating Procedures, after ensuring the completeness of the requests to reflect vital details and ensuring that the most cost effective proposals are selected, communicated and followed up with the customers

• Processing Vendor Registration in the ERP system

• Follow up on delivery of orders to ensure timely delivery of goods and services as stipulated in the Purchase Orders; liaise with suppliers, Country Offices and inspection agencies in order to resolve issues such as product damage or related to quality that may lead to batch rejections, potential import problems or logistic matters among others; with the ultimate goal of ensuring the delivery of the commodities to the Consignee/s

• Review and validate invoices and shipping documents for the completeness including liaising with the Finance Branch and/or the supplier involved to solve any issues;

• Liaison with the Quality Assurance Team during Pre-shipment inspections, to ensure the discrepancies found are resolved by manufacturers and to find potential solutions in collaboration with suppliers ensuring compliance with the applicable PSI method for each category of product

• Work in collaboration with the Quality Assurance Team to review technical specifications received from COs or from external partners and to ensure correctness of technical specifications when conducting ITBs for items that are not covered by UNFPA Long Term Agreements

• Supporting COs on Asset Management Issues

• Conducting procurement related webinars for the country offices

• Proactively solving logistic issues. Ensure the most effective route is selected for shipments to land locked countries

• Processing Insurance claims

• Finding solutions on case stock-out situations

• Negotiating with suppliers cases of late/non-deliveries, damaged goods or noncompliant deliveries

• Negotiate with suppliers, compensation measures/discount, when problems of different nature arise regarding specific orders

• Facilitating post-shipment inspections if required

• Elaborating country specific strategies in cooperation with the country offices

• Promoting the Third-Party Procurement mechanism in co-operation with the country offices

• Handling TPP requests from external partners, from the pre-ordering stage to the issuance of purchase orders and vendor performance evaluation. At the pre-order stage, incumbent provides information to partners on UNFPA procurement services (TPP) and its benefits, parties responsibilities, variety of products, price comparison and cost savings; assess customer eligibility and prepare of customer risk assessment; prepare Cost Estimates and Pro Forma Invoices (PI) in the OMS system; follow up of PI acceptance and transfer of funds. Issuance of final invoices when applicable. During the order stage, issuance of Purchase Orders and shipment monitoring until shipments arrive to port. Incumbent is the main liaison with external customers to ensure their requirements are acted upon in a timely manner and resolve any problems the partners may report. This also includes liaison with Finance Team to ensure that funds are applied properly and following up on issues related to payment of final invoice if applicable;

• Participation in the negotiation of Collaboration Agreements( MoU) with Governments, MoHs or International Institutions such as the World Bank, including the review of UNFPA legal document( Service Conditions, Financial Rules and Regulations) to make proposals for special conditions that can accommodate the external partner request respecting UNFPA legal framework.

• Work on special projects within his/her country portfolio such as procurement of products for humanitarian response and procurement for population census projects. This also includes making market research and selecting appropriate procurement method.

• Working with relevant partners in cases of product aversion

• Monitor and evaluate the performance of suppliers with respect to on-time delivery, communication, quality and commercial acceptability and liaise with Strategic Procurement Cluster when required;

• Ensure that all correspondence and documents related to all procurement activities are properly filed in designated e-filing system. Maintain and Monitor the development of all procurements cases using an electronic sheets taking special attention to all the relevant process involve.

• Assist transformational and strategic projects of the team as applicable

2.Give advice and guidance to Country Offices and other parties on procurement processes and procedures

• Investigate and follow-up on all procurement related inquiries submitted by Country Offices, other UNFPA Departments or clients and provide prompt responses or follow-up;
• Create awareness on the importance of procurement and procurement planning to deliver in line with the UNFPA mandate
• Upon request communicate changes in procurement processes and procedures or updates in relating financial procedure provide clarifications and guidance if required;
• Monitor CO compliance with the Procurement Proceduress (thresholds, vendor evaluation, ethics, supplier relations etc.)
• Follow up on CO audit observations
• Monitor requests and relevant submission in terms of their compliance with the mandate of UNFPA and procurement procedures; report to Team Lead in case of their violation;
• Advise Country Offices in system related question such as using of e-Procurement or Order Tracking System of UNFPA (OTS), and in their procurement planning in terms of availability of Reproductive Health products, their relevance, specifications, prices and other costs.
• Assist in development of capacity building missions/training tools for country offices and government officials (when applicable) and deliver training packages to counterparts as well as to new staff in PSB/secondment colleagues upon request;

3.Perform other job related duties as assigned

• Development of corporate system of Business Processes and SOP
• Maintenance of BPs and SOP
• Preparing presentational educational materials related to procurement
• Preparing and conducting procurement related trainings for the COs and the TPP clients
• Support of COs with audit recommendations
• In-country logistical and warehousing support to COs
• Post shipment support (demurrage, detention)

4. Work Relations

Establishes and maintains professional contacts with UNFPA staff at country offices at all levels, HQ staff in various departments, Finance Branch, and with partners in other UN agencies and external clients such as NGOs, ministry representatives, representatives of donors at the relevant levels. Maintains daily contact with other procurement staff at PSB. Sustain close contact with suppliers.

5. Job Requirements

Education:

• Completion of Secondary education.

• University degree or equivalent certification in Public or Business administration, Procurement, Logistics, Marketing, Commerce, Engineering, Law, Political Sciences/International Relations or related discipline would be very useful and weighted accordingly, but is not a requirement.

Knowledge and Experience:

· Minimum 5 years’ related work experience preferably public or private sector procurement, logistics, marketing, public or business administration, commercial or law related disciplines or program at local level, preferably in organizations working in international development or public sector institutions. Experience from non-governmental organizations, non-profit organizations and private sector will also be treated equivalent.

· Note that a Master’s Degree in combination with 3 years of appropriate work experience may be accepted in lieu of 5 years of experience.

· Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), ERP systems such as PeopleSoft or alternatively Oracle, E-filing system and other software applications is required.

· Experience in working with international procurement and logistics or business operations desirable.

· Knowledge of reproductive health related commodities and medical terminology is an asset. (but not mandatory)

· Experience from working with UNFPA or another UN agency is an asset. (but not mandatory)

· CIPS 2 Certificate is an asset.

Required Competencies:

Core Competencies:

· Analytical and strategic thinking

· Communicating information and ideas

· Working in teams

· Cultural Sensitivity/valuing diversity

Functional Competencies:

· Managing data.

· Managing information and work flow.

· Planning, organizing and multi-tasking.

· Providing financial and budget support.

Other Desirable Skills:

• Ability to analyse and utilize complex data

• Excellent organizational and time management skills

• Ability to establish and maintain harmonious relationships with customers, suppliers and colleagues

• Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary

• Service minded

Languages:

· Fluency in English is required for this post.

· Working knowledge of French and/or Spanish is an advantage

Other Desirable Skills:

• Highly motivated and dedicated

• High level of professionalism

• Desire and ability to learn

• Ability to work independently

• Highly responsible with deadlines and follow-up

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 10 months renewable subject to funding and performance.

Applications in English (including letter of interest and completed/signed UN Personal History Form (P11)should be submitted not later than 10 November, 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 a competency-based 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.

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.