UNFPA - United Nations Population Fund

UNFPA - United Nations Population Fund in

Job Identification : 4548

Locations : South Sudan

Posting Date : 07/05/2022, 11:45 AM

Apply Before : 07/19/2022, 11:45 AM

Degree Level : Secondary School Leaving Certificate

Job Schedule : Full time

Grade : G7

Vacancy Type : Fixed Term

Rotational/Non Rotational : Non-Rotational

Contract Duration : 1 Year

Education and Work Experience : High School certificate- 7 year(s) experience

Other Criteria

1. CIPS CERTIFICATION and University Degree in Business or Public Administration is desirable, but not a requirement.

Required Languages : English

Desired Languages

UN Languages

Vacancy Timeline : 2 Weeks

Job Category : Administration/Operations/Support

Job Description

The Position:

Under the guidance and supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in the Country Office. The Procurement Associate promotes a client-focused, quality and results oriented approach in the Unit

Procurement Associate will report directly to International Operations Manager

How you can make a difference:

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 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.

Job Purpose:

The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the Country Office and UNFPA staff for resolving complex procurement related issues and information exchange. The Procurement Associate shall supervise clerical and support staff of the Procurement Unit

You would be responsible for:

1. Ensures implementation of the operational strategies focusing on achievement of the following results:

  • Full compliance of procurement activities with UNFPA rules, regulations, policies and strategies; implementation of the effective internal control.
  • Country Office Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management

2. Organizes procurement processes for the Country Office, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results

  • Preparation of procurement plans for the office and projects and their implementation monitoring.
  • Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNFPA rules and regulations.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. . Buyers profile in Atlas.
  • Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Presentation of reports on procurement in the Country Office.
  • Preparation of cost-recovery bills in Atlas for the procurement services provided by UNFPA to other Agencies.
  • Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures proper control of Country Office Assets focusing on achievement of the following result:

  • Preparation of inventory reports.
  • Implementation of Inventory and physical verification control in the Country Office and projects.

5. Ensures organization of logistical services focusing on achievement of the following results:

  • Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
  • Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6. Ensures facilitation of knowledge building and knowledge sharing in the Country Office focusing on achievement of the following results:

  • Organization of trainings for the operations/ projects staff on Procurement.
  • Synthesis of lessons learnt and best practices in Procurement.

  • Sound contributions to knowledge networks and communities of practice.

7. The Procurement Associate may supervise the Procurement Assistant at the CO. Internal contacts include the Operations Manager/ Operations Specialist, the CO’s administrative management team, and the CO’s programme/ technical team.

8. Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience:

Education:

  • Secondary Education with specialized training in procurement (CIPS certification) desirable, but not required).
  • University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Knowledge and Experience:

  • 7 years of progressively responsible administrative experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc
  • Advance knowledge of automated procurement systems, experience in handling of web based management systems

Languages:

  • Fluency in English is required. Knowledge of Arabic is desirable.

Required Competencies:

Values:

  • Exemplifying integrity,
  • Demonstrating commitment to UNFPA and the UN system,
  • Embracing cultural diversity,
  • Embracing change

Core Competencies:

  • Achieving results,
  • Being accountable,
  • Developing and applying professional expertise/business acumen,
  • Thinking analytically and strategically,
  • Working in teams/managing ourselves and our relationships,

Functional Competencies:

  • Advocacy/ Advancing a policy-oriented agenda
  • Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
  • Delivering a results-based programme
  • Internal and external communication and advocacy for results mobilization

Managerial Competencies (if applicable):

N/A

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Disclaimer:

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline (link)

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Tags: communities of practice, conference facilities, covid, family planning, human rights, information exchange, knowledge sharing, logistics, office management, procurement, procurement assistant, public administration, reproductive health, sdgs, trainings, un reform