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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In the Philippines, UNFPA is implementing its five-year 9th Country Programme 2024- 2028. The 9th CP is tightly aligned with the mid- and long-term development goals of the Philippines and Ambisyon Natin 2040, as well as the global Agenda 2030 including the Sustainable Development Goals (SDGs).
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 programme results.
The Procurement Associate ensures proper and effective use of UNFPA’s and external partners’ resources in terms of the following:
Assisting all relevant CO staff in defining and costing their procurement and logistics needs in accordance with the approved Annual Work Plans on a yearly basis;
Managing and safeguarding the integrity of the UNFPA procurement policies, procedures and practices;
Building capacity by advising programme staff and external parties on all aspects of procurement and logistics management implementation and organization;
Representing the UNFPA in One UN working groups on procurement, and on Government and implementing partners Committees that deal with procurement using UNFPA core or co-financing funds.
The Procurement Associate delivers quality services in procurement to internal and external clients; mastering all relevant rules, guidelines, processes, and procedures. He/She takes a client-oriented, results-focussed approach to interpreting the rules, procedures and guidelines in service of the country programme; providing support and guidance to the Country Office and UNFPA supported programmes.
Management of Office Procurement:
Prepare a consolidated Procurement Plan on the basis of a review of all Annual Work Plans and oversees procurement, ensuring the most economical and timely delivery of complete UNFPA country office procurement portfolio.
Liaise with the Senior Management Team and Programme units, in coordination (if required) with relevant Government Departments and partners, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA policies and procedures.
Provide advice and systems to assist CO staff in proper forecasting, procurement planning and logistics management within their sphere of work in each of UNFPA’s thematic programming areas.
Review procurement requests and initiate procurement procedures for the office and projects i.e. equipment, supplies and services in a timely, transparent and cost-effective manner; ensuring they meet quality and quantity expectations recommends procurement decisions, as necessary.
Ensure the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records. Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates.
Monitor and evaluate effectiveness of procurement processes within the Country Office and its decentralised office and ensure compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.
Ensure coordination with UNFPA Supply Chain Management Unit (SCMU) and Facilities Management, and other UN procurement bodies for timely delivery of goods and services.
Maintain up-to-date and complete records, documentation and filing of all procurement processes, for proper audit trail.
Ensure that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.
Develop and maintain a list of UN and UNFPA frequently used suppliers/vendors. Develop sound working relationships with suppliers and third party procurement customers.
Establish and maintain working relationships with procurement/technical colleagues in other UN agencies, contributing actively in UN common initiatives and groups for efficiency in operations.
Perform the dispatching function for the Country office; advising staff when procured goods arrive. Ensure the checking and timely collection of procured goods by programme staff; a
Work closely with the Humanitarian Unit to ensure timely procurement and pre-positioning of inventories and supplies.
Track inventory levels and ensure monthly reports are prepared and shared with concerned programme staff.
Support logistics activities, and contribute to supply chain planning and execution for timely delivery to beneficiaries, especially during emergency response.
Establish and implement proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, in full compliance of UNFPA rules and regulations;
Establish long-term agreements (LTAs) for goods and services .
Assist in the capacity building of Implementing Partners on all aspects of procurement and logistics management:
Provide support to partners on Third Party Procurement.
Ensure proper coordination between IP and SCMU through smooth flow of information, clearance, and shipping documents.
Follow up with the IP for timely clearance of consignments and update and monitor the status report to the office on regular intervals.
Other procurement related activities.
Administrative Support:
Ensures the timely completion of all procurement administrative requirements.
Fulfils the role of “Buyer” on the ERP platforms and other functions relating to procurement.
Establish relevant Standard Operating procedures (SoPs) and process guidelines for use in the Country Office.
People Management & Leadership:
Provides information, technical advice and guidance on all aspects of procurement and supply chain including commodity types, procurement activities, processes and procedures in relation to UNFPA business practices, liaising and advising on best practices as necessary in-house as well as with external stakeholders.
Keeps Country Office personnel abreast of latest developments in policies and procedures and all SCMU activity as this relates to the Country Office including regular reporting of procurement activities.
Promotes local capacity building in procurement and logistics. Designs and develops curricula and materials for procurement and logistics trainings and conducts the latter.
Exchanges relevant information and maintains an open line of communication with colleagues and his/her supervisor.
Actively participates in CO and operations unit meetings
Qualifications and Experience:
Education:
Completion of secondary education is required. A university degree at bachelor level in Business administration, international development studies, economics, auditing, engineering or logistics is desirable.
Knowledge and Experience:
Minimum 7 years’ related work experience in international, public procurement or contracts and supplier management is required.
Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.
Certification in CIPS, procurement, forecasting, or similar is required.
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 a team and overseeing the work of logistics and supply chain unit is highly desirable.
Knowledge of the global health and pharmaceutical market and stakeholders is an asset, especially in regards to sexual, reproductive and maternal health.
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), Quantum (ERP), E-filing system and other software applications is required.
Languages:
Fluency in English and Filipino is required. Knowledge of other UN languages an asset
