Country: Papua New Guinea
Closing date: 11 Apr 2019
Background Information
Closing Date: 11 April 2019 (5 pm Papua New Guinea time)
Duration: One year (renewable)[i]
Duty Station: Port Moresby, Papua New Guinea
[i] No expectancy of renewal in accordance with UN Staff Regulations 4.5
Organizational Setting
The position delivers quality service in procurement and asset management services under the guidance and oversight of UNFPA Country Office (CO) senior management. The position may require supervising other junior administrative and support staff.
You will report directly to the International Operations Manager.
How you can make a difference:
UNFPA is the lead UN agency for reproductive health and rights and delivers a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need principled and ethical staff, who embody human rights norms and standards, and who will defend them courageously and with full conviction; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
You will deliver high quality procurement and asset management services by mastering relevant UNFPA administrative and procurement policy & procedures and applicable guidelines. You are expected to demonstrate a client-oriented, quality and results- oriented approach by interpreting and implementing the relevant rules, procedures and guidelines, providing support for the implementation of UNFPA programme.
Main Tasks & Responsibilities
You would be responsible for:
A. Procurement:
In consultation with the respective programme staff provide support and guidance on the preparation of the annual procurement plan in line with approved work plans, guide the development of detailed specifications of equipment and supplies to be procured, and terms of reference for professional services; and ensure the provision of efficient and effective services which include:
- Prepare and consolidate CO procurement plans in consultation with programme team and upload/update data on the online procurement planning tool timely.
- Coordinate with programme and operations staff on the preparation of accurate specifications for goods and substantive ToRs for the timely provision of goods and services.
- Assist and draft solicitation documents like RFQs, ITBs, EOIs or RFPs as per UNFPA procurement procedures.
- Collect quotation for goods and services, support the evaluation of bids and submit them for review and selection by the authorized official or committee, as per UNFPA procurement procedures.
- Prepare, submit and coordinate with UNDP for the approval of procurement cases through UNDP Contract, Asset and Procurement Committee (CAP); and the CRC according to UNFPA established procurement thresholds.
- Ensure procurement processes in Atlas System including the raising of Requisitions, issuance of Purchase Orders and applicable contracts for the provision of goods and services by selected Vendors, Consultants, and staff.
- Responsible for Vendor management; create/update Vendors in ATLAS through the UNFPA Vendor portal and liaise with the outsourced company for Vendor approval.
- Work closely with government counterparts, and with Clearing and Forwarding agent for custom clearance, prepare documents for customs clearance and shipping or transport of equipment to field offices; ensure appropriate storage and provision of inland transport for goods and equipment procured by UNFPA.
- Ensure timely update of order tracking system (OTS and liaise with UNFPA Finance Branch and Procurement Services Branch to ensure all inventory items are adequately reflected in the Shipment Tracker
- Coordinate all logistics process including coordination with UNFPA procurement services branch on ensuring communication of Expected Delivery Dates (EOD) of procurement undertaken by the Procurement Services Branch on behalf of the country office.
Assist in the distribution plan of emergency services and goods in cooperation with the humanitarian team; support arrangement of the storage of humanitarian commodities as necessary, follow-up and report on the inventory management and distribution, in close coordination with the humanitarian team.
B. Asset Management:Asset Management focal point; responsible for the processing and updating of the asset management module in the Atlas system
Contribute to periodical assets verification exercise and ensure corrective actions are taken where required.
Maintain and update the inventory list for all CO offices
Ensure periodic and annual Asset verification and certification is completed timely.
Assist in contingency planning and logistics preparedness reviews.
Perform any other duties, as may be required by CO senior management.
Qualifications and Experience
Education:
Minimum High School Education, Bachelor’s Degree in Business Administration or related field an asset.
Knowledge and Experience:
- Minimum of 7 years of relevant experience in logistics, administration or procurement.
- Practical experience in transportation, shipping, port operations, customs clearance and freight forwarding an advantage.
- Proficiency in current office software applications and corporate IT systems.
- Prior experience in working with ERP financials is an advantage
- UN common system experience is desirable.
Languages: Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.
Required Competencies
Values:
• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change
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 data
• Managing documents, correspondence and reports
• Managing information and work flow
• Planning, organizing and multitasking
• Supporting financial data analysis
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
Disclaimer
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
How to apply:
Please apply via the web link https://www.unfpa.org/jobs/national-post-administrative-associate%C2%A0-port-moresby-papua-new-guinea-country-office-g-7
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at http://www.unfpa.org/employment.
Please print out the Guide for your reference during the registration and application process.
Notice: 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.