Denmark: Procurement Assistant, G5 FTA (1 year), 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 team that provides support to The Global Fund with their requests, contract needs and logistics, and ensuring that procurement and commercial considerations are fully taken into account according to the Agreement signed with this institution.

2. Job Purpose

In direct support of UNFPA’s strategy to achieve the ICPD (International Conference on Population and Development) goals and SDGs (Sustainable Development Goals) and under the supervision and guidance of the Procurement Specialist ensure the effective and efficient implementation of procurement processes in accordance with the UNFPA Financial Regulations and Rules and Procurement Procedures for the provision of the following services:

• Administration, execution and coordination of procurement and logistic activities for The Global Fund (TGF) funded projects

• Perform other job related duties as assigned.

3. Major Activities/Expected Results

1. Administer, execute and coordinate procurement and logistics activities for the Global Fund (TGF)

• Analyze requisitions; communicate with TGF and Principal Recipients (PRs) to ensure correctness of the data entered into Wambo system or other means, clarity of specifications, appropriateness of products, quantities, packaging, INCOTERMS, delivery requirements and dates;

• As assigned by Procurement Associate, take action on Wambo requisitions (or other request means), requests quotations to suppliers and freight forwarders for TGF requests. If required, prepare Invitations to Bid (ITBs) for new products, participate in the evaluation process, support the preparation of submissions to the Contracts Review Committee (CRC);

• Prepare and issue Proforma Invoices in OMS and procurement offers in Wambo system according to agreed KPIs;

• 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 including liaising with the Finance Team and/or the supplier involved to solve any issues;

· Keep an updated internal monitoring tool of orders and shipments; support on the preparation of KPIs reports and any other required data analysis that may be required;

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

• Ensure that all contracts, correspondence and documents related to all procurement activities are properly filed in a designated e-filing system;

• Assist in innovative projects of the team as applicable.

2. Perform other job related duties as assigned

4. Work Relations

Establishes and maintains professional contacts with UNFPA staff at PSB, the Global Fund, Principal Recipients, and 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 5 years of relevant work experience in public or private sector procurement, logistics, related disciplines or in program related fields in organizations working in international development or public sector institutions is required. Experience from non-governmental organizations, non-profit organizations and private sector will be treated equivalent.

• Note that an Advanced university degree in combination with 3 years of relevant work experience may be accepted in lieu of 5 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 systems and other software applications is a strong advantage.

• Knowledge of reproductive health related commodities and medical terminology is an asset.

• Experience in 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:

• 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 written and spoken English 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

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.