Denmark: Contracting Assistant, G5 FTA, UNFPA PSB, Copenhagen, Denmark

The Position:

The Contracting Assistant position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to the Contracting Associate and Procurement Specialist of PSB Strategic Procurement Clusterª, and performs contracting activities in accordance to the organization’s mandate, financial rules and regulations, and procurement procedures of UNFPA.

The contracting activities encompass procurement, contracting, and contract management of institutional goods and services supplied for UNFPA’s programs and operations...

ª PSB Strategic Procurement Cluster consists of Contracting Team and Headquarters Procurement Team. The position is located in Contracting Team.

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 Contacting Associate and 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 operations
• Administer supplier management activities
• Build the organization’s procurement and logistics capacity
• Perform other duties as required

You would be responsible for:

1) Manage cost-effective procurement services in the area of contracts in support of UNFPA operations:

• Manage long term agreement(LTA) processes throughout the entire procurement cycle, including needs definition, specifications development, market research, prequalified supplier list maintenance, preparation of tender documents coordinating the relevant stakeholders,, tender issuance, coordination of technical evaluation of offers, perform the financial and final evaluation of offers, draft review & presentation of CRC submissions, contract negotiation, issuance & management, co and vendor performancemanagement, in accordance with UNFPA’s Procurement and Financial Policies, Rules, and Regulation.
• Enter and manage information of products and/or services in the ERP/Atlas system;.
• Liaise with other UN agencies to obtain information on existing LTAs and contracts available for use which meet UNFPA requirements. Manage piggyback process if required in accordance to UNFPA’s business needs.
• Collaborate with other UN Agencies or other partners on joint market exploration and joint procurement work with other internal stakeholders to understand procurement needs, and take the lead to establish new LTAs in support of UNFPA programmes.
• Coordinate procurement planning for HQ Divisions and Branches,
• Review and assess fair market value of in-kind donations
• Perform Atlas related tasks such as E-tendering, data entry in Contract Management Modules and Procurement Modules in an efficient and timely manner
• Issue Purchase orders in accordance with UNFPA’s Procurement and Financial Policies, Rules, and Regulation at the request of HQ Divisions, Branches and Japan & London liaison offices.
• Identify trends of procurement and contract requirements through analysis of procurement statistics.
• Undertake market research in order to evaluate potential new suppliers.
• Administer UNFPA’s Corporate Credit Card Program
• Represent UNFPA in inter-agency initiatives, including but not limited to UN Harmonization Group and UN Vendor Sanction working group

• Provide guidance on procurement related issues to HQ Divisions, Branches and to the Japan & London liaison offices and ensure adherence to non-procurement policies as far as they affect procurement; such as Policy for duty travel, Hospitality & Events Policy, Policy and procedures for fixed Asset Management, Financial Regulations and Rules 2) Administer supplier management activities:

• Manage supplier performance for HQ Divisions, Branches and to the Japan & London liaison offices suppliers based on feedback provided by the focal points of the units.

• In collaboration with HQ focal point from the unit, liaise with internal stakeholders and suppliers as required. In particular, investigate and follow up on any chronic issues to ensure compliance with contract conditions and customer satisfaction; provide advice, support to HQ focal point from the unit on any contractual related problems, negotiate with suppliers to resolve the problems if needed.

• Manage an active supplier and contract base in support of UNFPA procurement requirements.

• Work together with the other UN Agencies to efficiently manage joint suppliers.

3) Build the organization’s procurement and logistics capacity:

• Contribute with regular inputs for the improvement of UNFPA procurement procedures and SoPs.
• Provide training on UNFPA’s Procurement Procedures and practices to HQ Divisions, Branches specifically targeting CRC members, Branch Chiefs, program staff and HQ procurement focal points.
• Develop training curriculum, organize and conduct training on procurement procedures, tools and practices where applicable.
• Develop and maintain contracting document templates.
• Liaise with other UN and external organizations to share knowledge, policies and practices to update industry information.
• Contribute and ensure timely support to PSB's ISO processes and related internal audits, assessments/audits carried out by third party stakeholders, metrics, process improvement and documentation.
• Represent UNFPA in Business Seminars, inter-agency workshops and other events as required

4) Perform other tasks and duties as required.

Education:

• Completion of secondary education is required, preferably with a focus on business administration, economics, procurement and logistics or related fields.
• University degree with a focus on business administration, procurement, project management and logistics or related fields would be desirable, but not a requirement

• Knowledge and Experience:

• Five years of relevant work experience is required. Note that an Advanced University degree (or equivalent: i.e CPA, ACCA, Jurist Doctor etc) in Procurement, Supply Chain Management/Logistics, Commerce, Business Administration, Public Administration in combination with 3 years of relevant work experience may be accepted in lieu of 5 years of experience.

• Experience in international, public procurement or contracts and supplier management is highly desirable.

• Experience in managing bid processes to set up long term agreement for complex products and/or services; experience in item and category management is desirable.

• Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.

• Knowledge of global health and pharmaceutical market and stakeholders is an asset, especially in regards to sexual, reproductive and maternal health.

• Knowledge of UNFPA’s mandate is an asset.

• Knowledge of UNFPA’s donor community and the Reproductive Health Supplies Coalition is an asset.

• 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 required.

Core Competencies:

• Achieving results,

• Being accountable,

• Developing and applying professional expertise/business acumen,

• Thinking analytically and strategically,

• Working in teams/managing ourselves and our relationships

• Communicating for impact

Functional Competencies:

• Providing logistical support

• Managing documents, correspondence and reports

• Managing information and work flow

• Planning, organizing and multitasking

• Supporting financial data analysis

• Technical expertise

Languages:

• Fluency in English is required
• Knowledge of other UN languages an asset

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 fixed-term appointment for an initial period of one year, with possible extensions subject to performance and funding.

Possibility for Roster.

Applications in English (including letter of interest and completed/signed UN Personal History Form (P11) should be submitted not later than 7 January 2019 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.

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.