Procurement Assistants

UN Children's Fund, Denmark

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
1st April, 2019


Job Description

UNICEF works in 190 countries and territories to protect the rights of every child and has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential to the benefit of a better world. Supplies are essential to fulfil children's rights. UNICEF procures and supplies over 5,000 products to address the needs of children. Supporting child survival and development programmes around the world, UNICEF-procured supplies are critical in providing for children's health, education and protecting them from abuse, exploitation and neglect.

For Every Child - a Sustainable Future

Procurement within UNICEF is decentralized, and demand driven. Requests for specific products come from our country offices and based on this we start the sourcing and procurement process.

In WSEC, procurement is done either locally - by the Country Office - or off-shore - by us in Copenhagen. In both cases, we follow the international public procurement rules, where a bidding process is typically required. For re-occurring needs, we tender for Long Term Agreements (LTA), which allows UNICEF to procure items for a longer period (approximately 2-4 years). In addition, some procurement with Government funding is done via our Procurement Service (PS) process.

More details on specific commodities can be found on our UNICEF Supply catalogue under sections WASH and Education.

Currently, WSEC is looking for two temporary staff members to support their work in two different Units. One position will be placed in the Water, Sanitation & Hygiene Unit, starting from mid June 2019 to mid of Feb 2020. The other position will be placed in the Education Unit, starting from mid June 2019 to mid April 2020.

The Procurement Assistant in the Water, Sanitation & Hygiene Unit

..will be responsible for assistance with procurement cycle for a segment of products and for providing effective services to customers, ensuring accurate and timely processing of Requisitions and requests up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers. Under the supervision of a Contracts Manager, The Procurement Assistant performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual, Divisional Procedures (DPs) and other applicable procurement procedures including:

  • Reviews and evaluates incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, budgets. Prepare and draft price and cost estimates for Procurement Services transaction including freight.
  • Reviews material specifications and requirements with customers, countries, the Technical counterparts and Quality Assurance Centre to ensure completeness and appropriateness. Ensures that customers' claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.
  • Review incoming Emergency requests. Ensure good and fast coordination with Emergency Coordination Unit (ECU), Warehouse centre (WIMC) and key suppliers to ensure that Purchase Orders (PO) is placed in a timely manner.
  • For Procurement Service requests, prepare and draft price and cost estimates (CE) for including freight. Prepares sales orders, monitor and follows up on progress of sales orders to ensure that commitments entered are met. Eventually process to a Purchase Order and monitor the delivery status.
  • Prepares sales orders, monitor and follows up on progress of sales orders to ensure that commitments entered into are met.
  • Drafts and prepares international tender invitations. Assists with preparation of Award Recommendation Document (ARD) or Contract Review Committee (CRC) submittals. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.
  • Monitors the status of Country Office programme and procurement service orders and center specific KPIs. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods. Transmits all relevant information to customer including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.
  • Updating of databases and management systems for use by Head Quarters, Field Offices or Regional Offices.
  • Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
  • Maintains order filing in accordance with UNICEF guidelines.
  • Any other duties or assignments as requested by the supervisor.

The Procurement Assistant in the Education Unit will be responsible for assistance with procurement cycle for a segment of products and for providing management of tendering process to maintain Long Term Arrangement (LTA), ensuring accurate and timely extension of LTAs. Liaising with internal stakeholders and suppliers for timely action to meet objective. Under the supervision of a Contracts Manager, The Procurement Assistant performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual, Divisional Procedures (DPs) and other applicable procurement procedures including:

  • Reviews and updates Education tender calendar to issue timely solicitation documents. Drafts international solicitation documents for release by supervisor while coordinating with Education Technical unit for completion of source list to be invited in global tender. Runs past procurement offtake of commodity for solicitation purpose.
  • Reviews specification in consultation with Technical unit to ensure completeness and accuracy. Ensures timely communication with supplier during solicitation process to ensure clarifications are provided in a timely manner in line with UNICEF Financial policy.
  • Drafts commercial evaluation and coordinates with Quality Assurance Centre for timely completion of bid tabulation. Checks all bid tabulation for accuracy and consolidates commercial and technical evaluation of solicitation document for finalization by contracts manager.
  • Drafts submissions to Contracts Review Committee for review and release by supervisor.
  • Drafts Long Term Arrangements upon CRC approval. Monitor LTA validity and issues Variation Letter prior to LTA expiry.
  • Monitors center specific KPIs. Coordinates with Quality. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods. Prepares and provides timely and regular status / monitoring reports to customers.
  • Monitors and updates supplier score cards and SEU evaluation prior to Tender issuance and as per Divisional Procedure on SEU.
  • Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
  • Maintains document filing in accordance with UNICEF guidelines.
  • Any other duties or assignments as requested by the supervisor.

To qualify as a Champion for every Child you will have:

Required for both positions:

  • Completion of Secondary school
  • 5 years of work experience from a procurement/ supply function in a commercial working environment.
  • Sound knowledge of procurement practices
  • Fluency in English
  • Proficiency in Word and Excel
  • Valid work permit and residency in Denmark at the time of submitting the application. Note that the selected candidate is responsible for obtaining any required extension of their residence permit as such an extension cannot be dependent on an employment with UNICEF.

Desirables for both positions:

  • Certified courses in procurement
  • Proficiency in SAP/Vision
  • Proficiency in additional UN Language (Arabic, Chinese, French, Russian, Spanish)
  • Previous work experience with UN agency

For every Child, you demonstrate:

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. In addition, the following functional competencies will be required for these positions:

Source:https://www.unicef.org/about/employ/?job=520628


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