Job Description
Post Title: Procurement and Logistic Associate
Post Level: SB3/Mid
Position number: 206756
Duration of the service: 12 months with possible extension
Full time
Duty Station: Dnipro
Supervisor: Procurement and Logistic Associate
How you can make a difference:
UNFPA, the United Nations Population Fund, 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. The Fund operates globally since 1969 in more than 150 countries and territories. UNFPA focuses on women and young people, because these are the groups whose rights are often compromised. UNFPA has been active in Ukraine since 1997.
In accordance with the organisational mandate and national development priorities of Ukraine, UNFPA implements a country programme of technical assistance to Ukraine for 2018-2022. Among several priorities, the country programme seeks to contribute to the development of robust national system of response and prevention of domestic and gender-based violence (GBV), establish functional intersectoral coordination and accountability mechanisms and enhance institutional capacities at the national and regional levels to ensure that majority of gender-based violence survivors seek and have access to good quality survivor-centred services, and Ukrainian society finds GBV unacceptable.
Since the start of the large-scale military invasion of Russia to Ukraine in February 2022, UNFPA implements a comprehensive nationwide Humanitarian Response Plan to provide life-saving GBV and SRH services to women and girls across Ukraine.
Through its GBV Response and Prevention Programme, UNFPA contributes to improving safety and security of women and girls, and thus, their willingness to participate in community life, including in conflict-affected communities. Women’s engagement and empowerment in community dialogue, including in displacement, is essential for laying a strong foundation for recovery and sustainable peace and development.
UNFPA is seeking highly-motivated candidates that share our passion of making a sound contribution to creating a Ukrainian society free from domestic and gender-based violence. We need strong professionals who are innovative, committed to excellence and keen to transform, inspire and deliver high impact and sustained results.
Job Purpose:
Under the guidance of International Operations Manager and direct supervision of Procurement and Logistic Associate, Procurement and Logistic Associate provides procurement and logistic support to the office. They are responsible for execution and coordination of procurement activities.
Major Duties and Responsibilities:
Conducts procurement activities and logistical coordination on behalf of the COs;
Prepares Requests for Quotations (RFQs), Invitation to Bids (ITBs)/Request for Proposals (RFPs). Responds to all request for bid clarifications from the prospective bidder while ensuring transparency of the process, evaluates bids received and reviews recommendations from the technical panel and financial panel ensuring that the evaluation process is performed consistent with the requirement specified in the bid, prepares Contracts Review Committee (CRC) submissions whenever applicable and/or negotiations with suppliers to ensure that the most cost effective proposals are selected;
Consults with requestors on specifications, advises on the best processes and initiates purchase procedures;
Conducts market research to identify potential suppliers for goods and services to be procured;
Analyzes requisitions; communicates with CO programme team to ensure correctness of the data entered into the Quantum system, clarity of the specifications, appropriateness of the products, quantities, delivery requirements and dates;
Processes, issues and manages Purchase Orders using the Enterprise Resource Planning (ERP) system of UNFPA after ensuring completeness of the requests to reflect vital details and confirming that the most cost effective proposals are selected, communicated and followed up with the customers;
Issues POs in accordance with the guidelines provided by the Procurement Service Branch;
Provide logistic support for delivery of goods and services as stipulated in the Purchases Orders; liaises with the suppliers;
Review logistics documentation ensuring that all necessary documents are properly prepared;
Ensure timely distribution of shipping documents and related documents to local service providers (custom broker, shipping agents, warehouse service providers);
Ensure timely delivery and proper transfer of products to the recipient;
Monitors and evaluates the performance of suppliers with respect to on-time delivery, communication, quality and commercial acceptability;
Ensures that all correspondence and documents related to procurement activities are properly filed in the designated e-filing system. Maintains and monitors the development of all procurement cases using electronic sheets;
Maintains the services of joint LTAs;
Follows up on the execution of procurement plan by Programme team;
Work with other UN organizations to establish Memorandums of Agreement (MOAs) on joint procurement.
Qualifications and Experience
Education:
Bachelor’s degree in procurement, logistics, finance, economics, management or other related field.
Experience:
3 years of relevant experience in procurement, logistics, administration/office management, finance
Proficiency in current office software applications and corporate IT financial systems
Proficiency in use of spreadsheets, word processing and computerized accounting systems is an asset
Experience in projects funded by international donors is highly desirable.
Language:
Fluency in Ukrainian, English
Values:
Exemplifying integrity
Demonstrating commitment to UNFPA and the UN System
Embracing cultural diversity
Embracing change
Functional Competencies:
Managing the organization’s financial resources
Providing procurement services
Ensuring facilities and assets management
Providing logistical support (knowledge of INCOTERMS-2010 is desirable)
Managing data
Managing documents, correspondence and reports
Managing information and work flow
Planning, organizing and multitasking
Supporting financial data analysis
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
Communicating for impact
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
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 http://www.unfpa.org/help/hotline.cfm
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Please APPLY for this position via the link before 16 December.
