Country: Denmark
Closing date: 01 Jan 2017
1. Organizational Location
The Procurement Assistant shall be part of the Inventory/Emergency Unit with the UNFPA Procurement Services Branch and shall work under the supervision of the Demand Planner/Inventory Emergency Associate.
2. Job Purpose
The Procurement Assistant contributes to the management of the Emergency Reproductive Health (ERH) Kits procurement by attending to requests for kits as well as responds to other requests received from clients in emergency situations - both internal and external clients - by following the UNFPA procurement policies and procedures and standard operating procedures for ERH Kits procurement process. The incumbent ensures quality of the services provided to the clients by providing timely follow up on their requests.
3. Major Activities/Expected Results
- Analyze requests for Emergency Reproductive Health Kits; communicate with country offices and/or other clients to ensure correctness of the data, appropriateness of the products and quantities, delivery requirements and dates;
- Obtain freight quotations and prepare cost estimates for clients’ approval;
- Assist the country offices in placing Requisitions for ERH kits in the ERP system (Atlas) using the existing SOPs and other relevant guidelines;
- Communicate with the clients and ERH Kits suppliers on most appropriate mode of shipment of their order: air or sea, partial, split or complete shipments.
- Issue dispatch authorizations and freight POs in the ERP system (Atlas)
- Ensure that clients timely receive the shipping documents and other relevant documents that will enable them to successfully proceed with customs clearance;
- Follow up on delivery of orders to ensure timely delivery of goods and services as stipulated in the Purchases Orders; liaise with the suppliers and country offices in order to resolve problem deliveries;
- Handle 3rd party procurement/AccessRH including preparation of pro forma invoices and liaison with customers to ensure their requirements are acted upon in a timely manner and resolve any problems the clients may report. This also includes liaison with finance focal points to ensure that funds are applied properly and following up on issues related to payment of final invoice if applicable; Ensure that all correspondences and documents related to all procurement activities are properly filed in designated e-filing system;
- Operate with the inventory systems in the ERP system (Atlas);
- Monitor and evaluate the performance of suppliers with respect to on-time delivery, quality and commercial acceptability and liaise with Strategic Procurement Cluster when required;
- Support regional teams in conducting emergency procurement when applicable;
- Review and submit cases to the Emergency Contracts Review Committee when applicable;
- Assist in development of capacity building missions/training tools for country offices and government officials (when applicable) and deliver training packages to counterparts as well as to new staff in PSB/secondment colleagues upon request;
- Act as a back-up for the Demand Planner/Inventory Emergency Associate when needed;
- Perform other job related duties as assigned.
Work Relations
The Procurement Assistant shall carry out the tasks in cooperation with the existing Team members. The incumbent shall report to and maintain collaborative relationships with the PSB Demand Planner/Inventory Emergency Associate, Procurement Specialists, Procurement Assistants of the PSB Regional Teams, suppliers as well as with the staff from the UNFPA Country Offices, external clients and related Humanitarian and Fragile Context Branch staff in UNFPA NY etc.
5. Job Requirements
Education:
- Secondary education.
- University degree with a focus on business administration, procurement, project management and logistics or related fields would be desirable, but not a requirement.
- Procurement certification such as CIPS or similar is advantageous.
Knowledge and Experience:
- Five years of relevant work experience such as procurement, supply chain management, inventory management, logistics or project management is highly desirable. Note that a Master’s Degree in combination with 3 years of relevant work experience may be accepted in lieu of 5 years of work experience.
- Working knowledge of MS Office (particularly Excel) required.
- UN common system experience is an advantage.
- Familiarity with the basic procurement and financial framework and procedures of UN is an advantage.
- Familiarity with medical and/or pharmaceutical products is an advantage.
- Experience in humanitarian response is an advantage.
- Knowledge of ERP Atlas, CRM is an advantage.
Required Competencies:
Core Competencies:
- Analytical and strategic thinking
- Communicating information and ideas
- Working in teams
- Cultural Sensitivity/valuing diversity
Functional Competencies:
- Managing data.
- Managing information and work flow.
- Planning, organizing and multi-tasking.
- Providing financial and budget support.
Languages:
- Fluency in written and spoken English is required.
- Knowledge of any other UN language is an advantage.
Other Desirable Skills:
- Ability to analyze and utilize 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 and excellent communication skills – both written and oral.
How to apply:
HOW TO APPLY:
How to Apply
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.
Applications in English (letter of interest, quoting Procurement Assistant/Inventory and Emergency Team and completed Personal History Form (P11), should be sent by email to: psb.vacancies@unfpa.org
The P11 form can be downloaded at: kindly see the link at the very bottom of the page.
Your application should be sent by email not later than on 1 January 2017 17:00 (Copenhagen time).
UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest.
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.
Possibility for Roster.
PLEASE NOTE THAT APPLICANTS MUST HAVE VALID WORKING PERMIT AND RESIDENCY IN DENMARK