Procurement Assistant, GS-5, Contracting Centre, Supply Division, Copenhagen

Purpose of the Position
UNICEF seeks a dedicated Procurement Assistant (post #18742) for the Contracting Centre in UNICEF Supply Division, Copenhagen.
Key Expected Results
The Procurement Assistant (post #18742) will be responsible for assistance with procurement cycle for a segment of products. Providing effective services to customers, ensuring accurate and timely processing of requisitions and requests up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers.

Under the supervision of a Contracts Manager/Specialist/Officer, the Procurement Assistant performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures including:

Reviews and evaluates incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, budgets. Prepares and drafts price and cost estimates for PS transaction including freight.

Reviews material specifications and requirements with customers, countries, the technical counterparts and Quality Assurance Centre to ensure completeness and appropriateness. Ensures that customers’ claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.

Prepares sales orders, monitors and follows up on progress of sales orders to ensure that commitments entered into are met.

Drafts and prepares international tender invitations. Assists with preparation of CRC submittals. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.

Monitors the status of Country Office programme and procurement service orders and Centre specific Key Performance Indicators. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods.  Transmits all relevant information to customer including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.

Updates databases and management systems for use by Headquarters, Field Offices or Regional Offices.

Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.

Maintains order filing in accordance with UNICEF guidelines.

Any other duties or assignments as requested by the supervisor.

Qualifications of Successful Candidate
Education & Work Experience:
Completion of secondary education with additional training in business.

Five years relevant working experience, preferably in a procurement function or from an administrative function in a commercial working environment.

Technical Competencies & Languages:
Sound knowledge of procurement practices.

Ability to use current job related computer software and databases. Knowledge of SAP, and proficiency in Microsoft Office package, in particular Word, Excel and Power point, is required.

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

Competencies of Successful Candidate
Values and Competencies: Our Core Values reflect attitudes and convictions that are shared across all UNICEF staff and include: Diversity and Inclusion, Integrity and Commitment. The successful candidate must believe in the core values and have the ability to work in a multi-cultural environment with sensitivity and respect for UNICEF’s mandate. The required competencies for this particular position are:

Communication – Good customer service skills including the ability to communicate effectively, written and orally. Ability to express clearly and concisely ideas and concepts. Good negotiation skills.

Working with People – good interpersonal skills and ability and willingness to work in a team. Ability to establish harmonious work relationships with colleagues in an international and multicultural environment with sensitivity and respect for diversity.

Drive for Results – ability to set high levels of quality and productivity and to handle multiple tasks effectively. Proactive and taking initiative. Ability to deliver timely, complete and accurate quality work with minimum supervision. Sense of responsibility, initiative, drive and resourcefulness.

Analysing – ability to analyse numerical data and all other sources of information.

Learning and Researching – rapidly learning new tasks and gathering information.  Commitment to develop and maintain up-to-date knowledge and skills in relevant areas to UNICEF.

Planning and Organising – Excellent administrative and organizational skills. Good follow-up and time management skills. Meeting deadlines.

Following Instructions and Procedures – following procedures and policies and delivering work on time.

Adapting and Responding to Change – quickly adapting work approach in response to crisis situations.  Ability to work under stress and maintain positive attitude including under pressure and stressful situations. Adapting to changes in the work environment.

Kindly refer to http://www.unicef.org/about/employ/index_apply.html for more information on the UNICEF Competency Framework.

Remarks
Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that candidates will be assessed on foundational and functional competencies and that diversity and gender balance are also factors in the selection process. Queries can be directed to Kati Nielsen at: kanielsen@unicef.org

PLEASE NOTE THAT APPLICANTS MUST HAVE VALID WORKING PERMIT
AND RESIDENCY IN DENMARK

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