Denmark: Contracting Associate, G7 FTA, UNFPA PSB, Copenhagen, Denmark

1. Organizational Location

The Contracting 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, operations and external clients.

2. 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 cost-effective procurement services in support of UNFPA field programme and HQ administration
• Administrate supplier management activities
• Support the organization’s procurement and logistics capacity development
• Perform other duties assigned by the Procurement Specialist

3. Major Activities/Expected Results

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

• Manage the entire procurement process to set up cost-effective LTAs and contracts in accordance with UNFPA’s Procurement and Financial Policies, Rules, and Regulation. The process includes needs definition, specifications development, market research, prequalification of suppliers, tender issuance, evaluation of offers, contract issuance, and contract administration and vendor performance evaluation.

• Ensure information of products and services is update to date in the ERP/Atlas system; ensure the update is communicated to relevant parties and owners of other applications.

• Liaise with other UN agencies to obtain information on existing LTAs and contracts relevant to UNFPA programme and operation.

• Work with other internal and other stakeholders to understand procurement needs, and take the lead to establish new LTAs in support of new programmes.

• Administer, execute and coordinate full contracting activities related to UNFPA mandate commodity and service categories.

• Collect production capacities and product registration status

• Ensure procurement plans are complete and used in communications and planning with key suppliers.

• Manage spend analysis, market research, cost analysis, price indicator, saving logs and supply positioning of core commodities and services.

• Manage effective negotiations with suppliers

• Establish in-kind donation agreement in line with the result of negotiation with suppliers and the global volume guarantee agreement.

• Streamline communication through “one-tool for all” concept by maximizing the use of product catalogue

• Establish standard bidding process smart sheet for all UNFPA PSB.

Administer supplier management activities:

• Administer supplier and contract management activities, including establishing key performance indicators (KPIs) and service level agreements (SLAs) to measure suppliers’ performance, conduct supplier performance evaluation, organize performance feedback and improvement, develop new suppliers.

• In collaboration with PSB buyers, liaise with internal and third-party customers 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 buyers on any contractual related problems, negotiate with suppliers to resolve the problems if needed.

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

• Develop and implement supplier management strategy and strategic sourcing in relation with supply positioning analysis.

• Work with suppliers for continuous performance improvement, customer satisfaction and operation excellence

• Assist on refining supplier performance evaluation tool

• Create effective RFQ and order tracking weekly sheets with suppliers to minimize the amount of emails exchanged between buyers and suppliers

• Take the lead to solve VAT related issues together with legal specialists

Support the organization’s procurement and logistics capacity development:

• Contribute with regular inputs for the improvement or establishment of UNFPA procurement process.

• Liaise with other UN and external organizations to share knowledge and practices to update industry information.

• Contribute to UN Procurement Reform through joint sourcing, resource sharing initiatives

• Participate in business seminars to promote UNFPA mandates and to look for potential UNFPA suppliers

Knowledge Sharing and Capacity Building

• Provide information, advice, and guidance on all aspects of procurement including commodity types, procurement activities, processes, and procedures to UNFPA personnel, co-operating agencies and recipient programs.

• Support the organization’s procurement and logistics capacity development through various knowledge sharing forums and training.

• Provide advice on procurement conducted by internal partners, ensure the process is in line with the policies and procedures of the organization, and the result represents best value for money.

Supply Chain Management Collaboration

• Participate in developing innovative reporting tools with IT technical colleagues and innovation specialist to systemize and standardize business operations and metrics.

• Participate in UNFPA-USAID E2E data visibility project

• Implement UNFPA’s e-tendering application

• Manage and ensure supply security of donor driven products

• CSB-PSB working groups

Coordination with Partners

• Develop and maintain close collaboration with UN agencies and the Reproductive Health Supplies Coalition (RHSC) and Market Dynamic group for information sharing, knowledge exchange and joint sourcing initiatives in the areas of tendering process, broadening the supplier base, improving quality and engaging private sectors.

• Promote the organization’s mandate; promote the services and products of the organization to external partners, including UN agencies, RHSC, governments, NGOs, etc.

• Launch and manage Contraceptive Suppler workshop

• Participate in different working groups to strength stakeholder collaboration, to find the strategy for usage of generic products and to improve current information sharing.

• Manage volume guarantee projects

• Collaborate with USAID or other partners on joint market exploration and joint sourcing

• Closely work with CSB, TD and PD on programme and procurement collaboration

• Assist on product re-packing guidance and social marketing organization policy

• Participate in the discussion on standardizing product packages with internal and external stakeholders.

Managerial responsibilities

• Manage staffs under the contraceptive team in strategic procurement cluster

• Provides direction and guidance to team members as well as others in PSB and UNFPA.

• Identify priorities in the team and individual work plan, manage work plan outputs of the team members against shifting priorities of the business.

• Hire, coach, manage and develop staff

Perform other tasks and duties as required.

4. Work Relations

Establishes and maintains professional contact with UNFPA internal and external stakeholders at every level to advise and coordinate the procurement needs.

Develops sound working relationships with suppliers.

Develop efficient working relationship with internal partners and external stakeholders, including technical experts, UN agencies, NGOs and Governments.

5. Job Requirements

Education:

• Completion of secondary education, preferably with a focus on business administration, economics, procurement and logistics or related fields.
• A university degree at bachelor level in related field* is an advantage.

* business and administration, international relations, international development studies, political science, economics, auditing, engineering or medicine

Knowledge and Experience:

• Minimum 7 years relevant work 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 required.

Required Competencies:

Core Competencies:

• Values/Guiding Principles;
• Performance Management;
• Developing People/Coaching and Mentoring
• Working in Teams;
• Self-Management/Emotional Intelligence;
• Communicating information and ideas
• Analytical and Strategic Thinking
• Results Orientation/Commitment to Excellence;
• Knowledge Sharing/Continuous Learning

Functional Competencies:

• Job knowledge
• Project management
• Team management
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking

Languages:

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

Other Desirable Skills:

• Innovation
• Empowerment
• Appropriate and transparent decision making

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.

Applications in English (including letter of interest, CV and completed/signed UN Personal History Form (P11)http://www.unfpa.org/resources/p11-un-personal-history-form should be submitted not later than November 24, 2016 at 17:00 hours (Copenhagen time) via email to: psb.vacancies@unfpa.org .

Please note that the selected candidate must have a residence/working permit in Denmark.

UNFPA will only be able to respond to those applicants in whom UNFPA has afurtherinterest.

The UN Common Premises 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.