Procurement Assistant UNFPA Copenhagen
Job Purpose
In direct support of UNFPA’s strategy to achieve the ICPD goals and MDG’s and under the supervision and guidance of the Procurement Specialist ensure the effective and efficient implementation of procurement processes and the provision of the following services:
1. Administration, execution and coordination of procurement activities
2. Provision of advice and guidance to country offices and other parties on procurement processes and procedures
3. Perform other job related duties as assigned
Major Activities/Expected Results
1/ Administer, execute and coordinate procurement activities
• Analyze requisitions; communicate with country offices and/or other customers to ensure correctness of the data entered into the ERP system “Atlas”, clarity of the specifications, appropriateness of the products, delivery requirements and dates;
• Request quotations from suppliers and ensure that the most cost effective proposals are communicated and followed up with the customers;
• Process and issue Purchase Orders in Atlas;
• For field procurement: Prepare Requests For Quotations, Invitation to Bids, evaluate the submission including negotiations with suppliers as appropriate, prepare submissions to UNFPA’s Contracts Review Committee (CRC) if applicable;
• For local procurement: Review CRC proposals to ensure their completeness and accuracy and proper application of processes and procedures; present cases if required
• Follow up on delivery process to ensure timely delivery dates as per Purchases Orders; liaise with the suppliers and country offices in order to resolve problem deliveries;
• Review and validate invoices including liaising with the finance branch and/or the supplier involved to solve any issues;
• Handling procurement on behalf of external clients (so called 3rd Party Procurement) including preparing pro forma invoices, liaising with the customer, preparing a request for fund code and ensuring that the funds are applied, using relevant queries in Atlas to manage the fund code in cooperation with the Finance Branch; following up on issues regarding delivery and payment of the final invoice
• In cooperation with the Expediting and Finance Assistant and Contracting Team monitor the performance of suppliers with respect to on-time delivery, quality and commercial acceptability;
2/ Provide advice and guidance to country offices and other parties on procurement processes and procedures
• Investigate and follow-up on all procurement related inquiries submitted by Country Offices, other UNFPA Departments or clients and provide prompt responses or follow-up;
• Upon request communicate changes in procurement processes and procedures or updates in relating financial procedure provide clarifications and guidance if required;
• Monitor requests and relevant submission in terms of their compliance with procurement procedures; take action in case of their violation;
• Advise Country Offices in system related question such as using of eProcurement or UNFPA’s Order Tracking System (OTS), and in their procurement planning in terms of availability of RH products, their relevance, specifications, prices and other costs.
3/ Perform other job related duties as assigned
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 5 years’ related work experience. A first-level university degree related to the position may be accepted in partial substitution of the related work experience. Should the candidate hold a master degree in related field, the research, internship or student job conducted during the study which related to the competency of the position will be considered as part of work experience.
• Knowledge of reproductive health commodities and medical terminology an asset
? Experience in international procurement and logistics desirable
Required Competencies:
? 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
? Good working knowledge of MS Office applications
Languages:
? Fluency in English is required for this position. Fluency or good working knowledge of French is highly desirable.
Other Desirable Skills:
? Highly motivated
? Desire and ability to learn new systems quickly
? Ability to work independently
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.
How to Apply:
Applications in English (letter of interest, quoting Ref. VA 12/01) and completed Personal History Form (P11) supplied in below link, should be sent by email to: vacancies@unfpa.dk
http://sas.undp.org/Documents/P11_Personal_history_form.docx
Your application should be sent by email not later than 20 April, 2012.
Please note that the UN House in Copenhagen is a smoke-free work environment
In direct support of UNFPA’s strategy to achieve the ICPD goals and MDG’s and under the supervision and guidance of the Procurement Specialist ensure the effective and efficient implementation of procurement processes and the provision of the following services:
1. Administration, execution and coordination of procurement activities
2. Provision of advice and guidance to country offices and other parties on procurement processes and procedures
3. Perform other job related duties as assigned
Major Activities/Expected Results
1/ Administer, execute and coordinate procurement activities
• Analyze requisitions; communicate with country offices and/or other customers to ensure correctness of the data entered into the ERP system “Atlas”, clarity of the specifications, appropriateness of the products, delivery requirements and dates;
• Request quotations from suppliers and ensure that the most cost effective proposals are communicated and followed up with the customers;
• Process and issue Purchase Orders in Atlas;
• For field procurement: Prepare Requests For Quotations, Invitation to Bids, evaluate the submission including negotiations with suppliers as appropriate, prepare submissions to UNFPA’s Contracts Review Committee (CRC) if applicable;
• For local procurement: Review CRC proposals to ensure their completeness and accuracy and proper application of processes and procedures; present cases if required
• Follow up on delivery process to ensure timely delivery dates as per Purchases Orders; liaise with the suppliers and country offices in order to resolve problem deliveries;
• Review and validate invoices including liaising with the finance branch and/or the supplier involved to solve any issues;
• Handling procurement on behalf of external clients (so called 3rd Party Procurement) including preparing pro forma invoices, liaising with the customer, preparing a request for fund code and ensuring that the funds are applied, using relevant queries in Atlas to manage the fund code in cooperation with the Finance Branch; following up on issues regarding delivery and payment of the final invoice
• In cooperation with the Expediting and Finance Assistant and Contracting Team monitor the performance of suppliers with respect to on-time delivery, quality and commercial acceptability;
2/ Provide advice and guidance to country offices and other parties on procurement processes and procedures
• Investigate and follow-up on all procurement related inquiries submitted by Country Offices, other UNFPA Departments or clients and provide prompt responses or follow-up;
• Upon request communicate changes in procurement processes and procedures or updates in relating financial procedure provide clarifications and guidance if required;
• Monitor requests and relevant submission in terms of their compliance with procurement procedures; take action in case of their violation;
• Advise Country Offices in system related question such as using of eProcurement or UNFPA’s Order Tracking System (OTS), and in their procurement planning in terms of availability of RH products, their relevance, specifications, prices and other costs.
3/ Perform other job related duties as assigned
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 5 years’ related work experience. A first-level university degree related to the position may be accepted in partial substitution of the related work experience. Should the candidate hold a master degree in related field, the research, internship or student job conducted during the study which related to the competency of the position will be considered as part of work experience.
• Knowledge of reproductive health commodities and medical terminology an asset
? Experience in international procurement and logistics desirable
Required Competencies:
? 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
? Good working knowledge of MS Office applications
Languages:
? Fluency in English is required for this position. Fluency or good working knowledge of French is highly desirable.
Other Desirable Skills:
? Highly motivated
? Desire and ability to learn new systems quickly
? Ability to work independently
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.
How to Apply:
Applications in English (letter of interest, quoting Ref. VA 12/01) and completed Personal History Form (P11) supplied in below link, should be sent by email to: vacancies@unfpa.dk
http://sas.undp.org/Documents/P11_Personal_history_form.docx
Your application should be sent by email not later than 20 April, 2012.
Please note that the UN House in Copenhagen is a smoke-free work environment
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