Country: Denmark
Closing date: 07 Apr 2018
1.Organizational Location
The Procurement Associate position is located in Procurement Services Branch (PSB) in Copenhagen. The incumbent reports to and receives policy support from the Procurement Specialist who leads the team that provides procurement support to The Global Fund with their requests, contract needs and logistics, and ensuring that commercial considerations are fully taken into account according to the Agreement signed with this institution.
The Procurement Associate supervises other support staff in the team and works in close collaboration with other PSB teams, suppliers and freight forwarders for resolving complex procurement-related issues and information exchange.
The Procurement Associate ensures execution of transparent and efficient procurement services and processes in PSB. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the branch in accordance with Financial Rules and Regulation and Procurement procedures of the UNFPA.
2.Job Purpose
In direct support of UNFPA’s strategy to achieve the International Conference on Population and Development (ICPD) goals and the Sustainable Development Goals (SDGs) 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 and logistic activities for The Global Fund (TGF)
- Perform other job related duties as assigned.
3.Major Activities/Expected Results
· Administer, execute and coordinate procurement and logistic activities for the Global Fund (TGF):
Analyse Wambo requisitions (or other request means); communicate with TGF and Principal Recipients (PRs) to ensure correctness of the data entered into Wambo system, clarity of the specifications, appropriateness of products, quantities, packaging, INCOTERMS, delivery requirements and dates, special requirements such as product registration in the country;
Prepare Requests for Quotations (RFQs) to suppliers and freight forwarders for TGF requests. If required, lead the preparation of Invitation to Bids (ITBs) for new products, lead the evaluation process, prepare and present submissions to the Contracts Review Committee (CRC);
Upon receipt of a Wambo requisition, analyze request and distribute it to the team; respond TGF as per agreed KPIs, prepare and issue Proforma Invoices in OMS and procurement offers in Wambo system.
Process Purchase Orders using UNFPA’s ERP system (Atlas) when funds are allocated and dispatch it to suppliers;
Liaise with PRs and TGF team to ensure their requirements are acted upon in a timely manner, and resolve any problems that clients may report. This includes collaboration with team holding stocks to expedite orders; finance focal points to ensure that funds are properly applied; or quality team to solve any product quality matters;
Follow-up on delivery of orders to ensure timely delivery of goods and services as stipulated in UNFPA offer to TGF and in the Purchase Order; communicate with PRs informing on estimated arrival dates of shipments, and with suppliers and freight forwarders to resolve any related problem;
Review and validate invoices and shipping documents for completeness, including liaising with the Finance Team and/or respective supplier to solve any issues;
Liaise with the Quality Assurance Team during pre-shipment inspections (PSI), to ensure that discrepancies found are resolved by manufacturers, and to find potential solutions in collaboration with suppliers, ensuring compliance with the applicable PSI method for each product category;
Process and manage insurance claims for TGF orders;
Keep an updated monitoring tool of TGF orders and shipments; lead the preparation of KPIs reports and any other required reports to be submitted on time; and prepare any data analysis that may be requested by TGF;
Submit reports to TGF according to deadlines and participate in regular calls and missions, if required.
Monitor and evaluate the performance of suppliers with respect to on-time delivery, communication, quality and commercial acceptability and liaise with Strategic Procurement Cluster (SPC) when required;
Ensure that all contracts, correspondence and documents related to procurement activities are properly filed in the designated e-filing system.
Develop innovative projects of the team as applicable.
Work with the team lead, other members of the team, Country Offices and other partners as applicable in streamlining the procurement function of the COs through initiatives such as generating country-specific strategies;
2.Perform other job related duties as assigned
- In the absence of the team lead, support and supervise the work of procurement assistant;
- Provide direct training and supervision to interns, when required;
- Analyze workload and request for support, if required, to other procurement assistants supporting TGF team.
- Develop and maintain the Business Processes and SOPs for procurement services to TGF, posting them accordingly;
- Respond to any request from TGF not mentioned in point 2;
- Participate in HR interview panels;
4.Work Relations
Establishes and maintains professional contacts with UNFPA staff at PSB, the Global Fund, Principal Recipients, and close collaboration with suppliers and freight forwarders.
5.Job Requirements
Education:
• Completion of Secondary education is required.
• Advanced university degree (or equivalent: i.e. CPA, ACCA, Jurist Doctor, etc) in Economics, Law, Public Administration, Commerce, Business Administration, Accounting, Procurement or related would be very useful and weighted accordingly, but is not a requirement.
Knowledge and Experience:
- Minimum 6 years of relevant work experience, preferably in 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 an Advanced university degree in combination with 4 years of appropriate work experience may be accepted in lieu of 6 years of work 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 a strong advantage.
- Experience in working with international procurement and logistics or business operations is desirable.
- Knowledge of reproductive health related commodities and medical terminology is an asset.
- Experience from working with UNFPA or another UN agency is an asset.
- Procurement accreditation such as CIPS 2 (Chartered Institute of Purchasing and Supply) 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 analyze 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 written and spoken English language is required for this post
- Working knowledge in written and spoken French is a strong advantage
- Working knowledge of another UN language is an asset
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
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.
Applications in English (including letter of interest and completed/signed UN Personal History Form (P11)should be submitted not later than 7 April 2018 at 24:00 (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 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.