Procurement Associate at United Nations Population Fund - UNFPA

Job ID: 15207
Duration: One year (renewable based on satisfactory performance)

Organizational Setting

• The Procurement Associate is under the direct supervision of the International Operations Manager and works in close coordination with the Team Leaders of the Policy, Planning and Quality Assurance; Field Operations and Programme Departments
• The Procurement Associate in close collaboration with the operations and programme staff in the country office, sub-offices and and UNFPA Procurement Services for resolving complex procurement-related issues and information exchanges.

Job Purpose

• In direct support of UNFPA 8th Country Programme, and in the context of  the UN Reform Strategy of the Nigeria UNCT and the Nigeria UNDAF, the Procurement Associate will ensure proper and effective use of UNFPA’s and external partners’ resources in the following activities:

Main Tasks & Responsibilities
Represent UNFPA in UN working groups, RH Coalition partners:

• Assist the Country Office and sub-offices in defining and costing their procurement and logistics needs in accordance with the approved Annual Work Plans and Advocacy Strategy on a yearly basis;
• Build capacity by advising National Programme Officers and external parties on all aspects of procurement and logistics management implementation and organization;
• Represent UNFPA in UNCT working groups on procurement and Long Term Agreements, and on Government and NGO Committees that deal with procurement using UNFPA core or co-financing funds, especially those related with RH Commodity Supplies and  contributions to pooled funding in sector wide initiatives; procurement for Implementing Partners and on behalf of  private sector initiatives.

Define and cost procurement and logistics needs of the country Office in accordance with the approved Annual Work Plans and Advocacy Strategy on a yearly basis:

• Prepares a consolidated Procurement Plans on the basis of a review of all Annual Work Plans and oversee procurement, ensuring the most economical and timely delivery of complete UNFPA country office procurement portfolio.
• Liaises with National Programme Officers and Heads of Departments, in coordination as required also with relevant Government Departments and NGOs, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement  in accordance with prevailing UNFPA Policies and Procedures.
• Provides advice and systems to assist Team Leaders and National Programme Officers in proper forecasting, procurement planning and logistics management within their sphere of work in each of UNFPA’s thematic programming areas.
• Monitors and evaluate effectiveness of procurement processes within the country office and its sub-offices 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.
• Ensures coordination with UNFPA Procurement Services Branch and Facilities Management Services, UNOPS and other UN procurement bodies for timely delivery and receipt of goods and services, release,  acceptance and delivery of these to the destination point in a timely manner with due attention to quality assurance.
• Provides regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates.
• Oversees local procurement in the country office and participate on the UNCT procurement panels and committees upon request/ necessity.
• Maintains up-to-date and complete records, documentation and filing of all procurement processes.
• Provide strategic and technical guidance on procurement activities, overseeing all international procurement assignments throughout the Procurement Cycle, from planning to vendor performance evaluation.
• Ensure that all procurement actions are undertaken in accordance with UNFPA’s Procurement Principles and prevailing UNFPA Policies and Procedures.
• Provide advice to CO Programme managers for forecasting, procurement planning and in-country logistics management.
• Lead Procurement activities of COs in Emergency contexts -upon approval of relevant Fast-Track Procedures- by providing timely feedback on queries related to policy interpretation, approval of solicitation documents, clearance and submission of Emergency CRC cases, etc.

Builds capacity by advising implementing partners and external parties on all aspects of procurement and logistics management implementation and organization:

• Provides information, technical advice and guidance on all aspects of procurement 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 National Medical Stores, Joint Medical Stores, Clearing Agents, National Drug Authority, Public Procurement and Disposal Authority and Sector Procurement Committees.
• Promotes local capacity building in local and international procurement and logistics as well as procurement for humanitarian response.
• Designs and develop curricula and materials for procurement and logistics trainings and conduct the latter for staff and implementing partners..
• Keeps Country Office personnel abreast of latest developments in Policies and Procedures and all PSS activity as this relates to the Country Office including regular reporting of procurement activities.
• Establishes and maintains professional contact with UNFPA Representative, Deputy Representative, Team Leaders,  National and International Programme and Operations personnel, the Africa Focal Point in PSB, DMS,  Technical Division’s  Commodity Security Branch and West and Central Africa Regional Office (WCARO) to seek  for advice and clarify topics related to procurement and logistics and assist in the planning or execution of a project.
• Develop sound working relationships with suppliers and third party procurement customers. Establish and maintain working relationships with procurement/ technical colleagues in other UN agencies.
• Work on audit and PSB issues including drafting management responses.
• Perform compliance related spot-checks to ensure adherence to regulations and rules, as well as with the relevant contract awards authority.

Supervise and coach a team of a Procurement Associate, Procurement Assistants and Interns:

• Supervise and coach procurement personnel. Identify priorities in the work plan to ensure requirements are processed in an efficient and cost effective manner.
• Provide guidance and discuss development plan.
• Review and monitor performance of supervise

Perform other job related duties as assigned:

• Prepare a variety of procurement related documents, contracts, communications, guidelines, Business Processes, SOPs and instructions, Memorandum of Agreements based on Long Term Agreements signed by other UN Agencies.
• Prepare, launch and manage bidding processes according to necessity of regional team that cannot be handled by Strategic Procurement Cluster (SPC).
• Work closely with other PSB Teams (Quality Assurance, Finance, IT, Communications) and identifying areas for improvement.
• Performs other job related duties as assigned from time to time.

Qualifications and Experience
Education:

• Bachelor's Degree or Higher National Diploma in Business Administration, Procurement or other related field preferred.
• Procurement accreditation by a recognized learning institute such as CIPS etc will be an asset.

Knowledge and Experience:

• Minimum of 7 years of related work experience in procurement operations in a multi-cultural environment is required.
• Familiarity with UN procurement porocedures is desirable.
• Knowlede of reproductive health related commodities and medical terminology an asset
• Knowledge of legal and operational aspects of contract management useful
• Experience in international procurement and logistics management is desirable
• Ability to analyze and utilize complicated 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
• Be service minded and have the ability to work in team.
• Good working knowledge of MS Office applications will be an asset.

Language:

• Fluency in English is required.  Working knowledge of another official UN language is desirable.

Required Competencies
Core Competencies:

• Commitment to UNFPA's Values and Guiding Principles;
• Developing People/Fostering Innovation and Empowerment/Performance Management;
• Team Work/Communication/Self-Management
• Strategic Thinking/Results Orientation and Commitment to Excellence/Decision Making;
• Knowledge Sharing and Continuous Learning

Functional Competencies:

• Business acumen
• Implementing management systems
• Innovation and marketing of new approaches
• Client orientation
• Organizational awareness
• Job knowledge/technical expertise

UNFPA Work Environment

• UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life
• We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.