Supply & Procurement Associate

3 weeks ago

Abuja, FCT, Nigeria United Nations Children's Fund Full time


Job Description

Description

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The Supply and Procurement Associate performs highly skilled work on UNICEF NCO supply chains and manages the more complex cases and programme and operations section requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the senior GS level for specialized supply chain work and requires advanced specialized knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for Associates to lead and carry out responsibility for upstream planning to procurement/contracting part of the supply chain management from the beginning to the end of the process, and provide input into the design and development of improved supply chain services and procurement/contracting mechanisms.

Key responsibilities:

Summary of key functions/accountabilities:

Supply Chain Service Delivery and Response:

Planning:

In consultation with the supervisor, provide input to the Country Programme Action Planning and advise on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring, and evaluation of the supply chain operations, including the establishment of performance indicators and assessment of fit for purpose of products and services.Support supply emergency preparedness and response activities, including establishment of Long-Term Arrangements (LTAs), Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock.

Procurement/contracting:

Provide input to and advice on the annual supply plan. Conduct data review and analysis for category management and development of procurement strategies. Conduct market research in relevant areas for UNICEF and advice on the best approaches to obtain the best value for money and sustainable procurement. Support product innovation and market-shaping initiatives for specific categories of supplies and services.Liaise with clients in planning procurement and contracting initiatives, supporting the development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Take into account opportunities to strengthen the sustainability of supply chains.Ensure the establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Organize bid openings and conduct technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers. Maintain the highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work.Prepare requests for award, including submissions to the Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning System), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules. Implement appropriate vendor management practices e.g., supply performance reviews.Ensure appropriate filing of procurement cases and maintain up-to-date records for future reference, including for audit.

Alternative delivery mechanisms and procurement services:

Support assessment of and collaboration with implementing partners, including civil society, for the establishment of Programme Cooperation Agreements (PCAs), and monitoring of supply components under the Harmonized Approach to Cash Transfers (HACT).Participate in events/meetings that build partnerships and collaborative relations with UN Organizations to support harmonized and collaborative procurement and logistics arrangements.Facilitate Procurement Services (PS) transactions in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies. Monitor the issuance of Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Support communications and follow up with COs with regard to partnership requests and negotiations as required.In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the supply chain process to make it more effective.

Other duties/responsibilities:

In cases where the incumbent has managerial responsibility of lower-level GS staff, the incumbent will ensure timely and effective performance management of staff, providing practical advice and guidance to ensure individual and team objectives are met.In collaboration with the supervisor, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build the capacity of individuals and the team.Develop and facilitate training of newcomers and establish processes or manuals to support effective workflows.

To qualify as an advocate for every child you will have:

Education:

Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or similar

Experience:

A minimum of 6 years of relevant administrative experience in supply chain management or a commercial context is required. Understanding of development and humanitarian work is an advantage.

Language Requirements:

Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

Source:



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