Denmark: Contracting and Admin Associate - G7 FTA - Copenhagen, DK

This post is non-rotational.

PLEASE NOTE THAT PRIORITY WILL BE GIVEN TO HOLDERS OF DANISH RESIDENCE PERMITS AND EU CITIZENS WITH THE RIGHT TO STAY AND WORK IN DENMARK
Post type: Fixed Term Appointment
Closing Date: 11 September 2019 (midnight CPH time)
Duty Station: Copenhagen, Denmark
Duration: One year renewable (*)
Possibility for Roster

(*) No expectancy of renewal in accordance with UN Staff Regulation 4.5
Organizational Setting*The Position:*
The Contracting and Admin Associate position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to the Procurement Specialist of PSB Strategic Procurement Cluster, 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.
How you can make a difference:
UNFPA is the lead UN agency for delivering 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.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in UNFPA programme results.

Main Tasks & Responsibilities
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 Procurement Specialist of PSB Strategic Procurement Cluster:

• Manage and oversee cost-effective procurement services in the area of corporate services in support of UNFPA operations.
• Manage contracts and suppliers
• Build the organization's procurement and logistics capacity
• Supervisory functions
• Perform other duties as required

You would be responsible for:
Manage cost-effective procurement services in the area of corporate services in support of UNFPA operations:

• In accordance with UNFPA's Procurement and Financial Policies, Rules, and Regulations, the incumbent will manage both formal and informal solicitation processes throughout the entire procurement cycle, including but not limited to:
  needs definition,
  specifications development,
  market research,
  maintenance of potential supplier list(s),
  preparation of tender documents,
  coordination of relevant stakeholders,
  tender issuance,
  coordination of technical evaluation,
  conducting of financial and final evaluation,
  draft review & presentation of CRC submissions,
  contract negotiation,
  issuance & management of contractual agreement,
  vendor performance management
• Enter and manage information of products and/or services in the ERP 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 ERP System 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 Units including Liaison offices.
• Identify trends of procurement and contract requirements through analysis of procurement statistics.
• Undertake market research in order to evaluate potential new suppliers.
• Represent UNFPA in inter-agency initiatives, including but not limited to UN Harmonization Group and UN Vendor Sanction working group
• Provide guidance and capacity building on procurement related issues to HQ Divisions, Branches and 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
• Administer supplier management activities:
• Manage supplier performance for HQ Divisions, Branches and corresponding 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 manage joint suppliers efficiently.

Build the organisation'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.
• Provide training on UNFPA's Procurement Procedures and practices to Liaisons Offices.
• Develop training curriculum, organize and conduct training on procurement procedures, tools and practices where applicable.
• Develop and maintain contracting and solicitation 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
  Supervisory functions
• Supervise and coach procurement staff under the incumbents direct reporting line.
• Identify priorities in the work plan to ensure requests are processed in an efficient and cost effective manner.
• Provide guidance, discuss development plan and review performance,
• Ensure staff development by encouraging participation in different projects and activities.
• Identify priorities in the team and individual work plan; manage work plan outputs of the team members against shifting priorities of the business.

Perform other tasks and duties as required

Qualifications and Experience
Education:
Completion of Secondary education in required.
Knowledge and Experience:

• Minimum 7 years of related work experience in is required. Note that an Advanced University degree (or equivalent: i.e. CPA, ACCA, Jurist Doctor, etc.) in Procurement, Supply Chain, Public or Business Administration, etc. in combination with 5 years of relevant work experience may be accepted in lieu of 7 years of experience.
• Experience in international, public procurement or contracts and supplier management is highly desirable.
• Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.
• Certification in CIPS, procurement, forecasting, or similar preferred.
• Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex item and category management.
• Experience in working in team and leading team projects is highly desirable.
• Knowledge of global health and pharmaceutical market and stakeholders is an asset, especially in regards to sexual, reproductive and maternal health.
• Knowledge of demography and population census 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 a strong advantage.

Languages:

• Fluency in English is required;
• 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:
Technical expertise
Managing data
Managing documents and reports
Managing information and workflow
Planning, organizing and multi-tasking

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 www.unfpa.org/help/hotline.cfm
Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.

HOW TO APPLY:
Applications in English should be submitted no later than 11 September 2019 at 24:00 (Copenhagen time) via the link to UNFPA e-recruit system:
https://erecruit.partneragencies.org/psc/UNDPP1HRE/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&JobOpeningId=25636&SiteId=1&PostingSeq=1
Please note that the link may only work in Internet Explorer.
If you face any problems with your application, kindly let us know through the e-mail psb.vacancies@unfpa.org.
Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview.