Denmark: Procurement Associate – Capacity Building, for GPRHCS

Organization: UN Population Fund
Country: Denmark
Closing date: 31 Oct 2014

1. Organizational Location

The Procurement Associate position is located in the Procurement Services Branch (PSB) in Copenhagen. This position is a Global Programme-funded position for capacity development activities for external partners (e.g. Governments) within the context of the Global Programme RHCS philosophy of strengthening national systems, thus delivered to the beneficiary countries’ governments and other external partners, such as NGOs.

The position could entail supervision. The position will report to the Procurement Specialist, GPRHCS.

2. Job Purpose

In direct support to UNFPA’s strategy to achieve the ICPD goals and MDGs, and to meet the GPRHCS objective of strengthening national systems, under the supervision of the Procurement Specialist GPRHCS, ensure the effective and strategic implementation of Capacity Development in Procurement and SCM-related subjects. To develop an enabling environment of knowledge transfer and learning at various levels the incumbent will assist in the:

· Development, administration, execution and coordination of capacity building programmes (e-learning, in-country workshops and institutionalisation), to secure access for the 46 beneficiary countries.

· Guidance and facilitation of access to the programmes, coordination of assessments and implementation of workshops as well as institutionalization initiatives.

· Implementation and management of agreements (MoUs, LoUs) in support of government divisions and higher learning institutions for the longer term development of programmes/syllabus to support a strengthened supply system.

· Reporting, data collection and management to monitor for evidence-based results and provide guidance for improvements.

3. Major Activities/Expected Results

1. Develop, administer, execute and coordinate capacity building programmes (e-learning, in-country workshops and institutionalisation), to secure access for the 46 beneficiary countries.

· Supports the Procurement Specialist in developing training materials for e-learning and in-country training workshops with outcomes in institutionalisation (3major segments)

· Contributes to the management of e-learning modules, including their dissemination in UN languages, as required

· Administers the compilation of documents and data for continued updating and development of the in-country training package, ensuring up-to-date material including the management of contribution material from other units and/or sources

· Assists with the organization, planning and implementing of the in-country workshops

· Co-facilitates the in-country workshops when language knowledge permits

· Contributes to the innovation of the workshop and its objectives in the immediate and long term with a view to sustainability

· Ensures the consistent and structured monitoring of the objectives to ensure those which are most sustainable are implemented

· Secures agreements (MoUs and LoUs); works with IPs and COs to secure inter-institutional capacity development by engaging with international institutions to support national institutions in beneficiary countries

· Launches RFPs when necessary to accommodate Long Term Agreements with service providers and institutions, when appropriate (e.g. when SPC is unable to meet demand)

· Assists in the management of agreements and their implementation, monitoring and evaluation

1. Guidance and facilitation of access to the programmes, coordination and assessments, preparation for the implementation of workshops as well as institutionalization initiatives, as well as feedback and recommendations on outcomes

· Provides guidance to ROs/Cos on access/approach/options to engage e-learning for individual or institutional implementation, including at government premises

· Liaises with the service provider, COs and institutions to facilitate implementation

· Assists in the monitoring and evaluation of outcomes of the above

· Provides advice and guidance to the countries to meet objectives through prioritization and planning schemes

· Evaluates and recommends feedback for improvements; drafts procedures therefore

1. Implementation and management of agreements (MoUs, LoUs) in support of government divisions and higher learning institutions for the longer term development of programmes/syllabus to support a strengthened supply system.

· Contributes to the drafting of MoUs/LoUs in support of implementation of institutional agreements

· Plans, coordinates and implements in-country workshops in careful dialogue with the Procurement Specialist, COs and ROs to secure timely and sustainable outcomes

· Develops approaches for recommended improvements through innovative and viable implementation methods taking into account budget and other constraints

· Ensures implementation plans take into account options for in-service and pre-service personnel/participants

· Assist in the daily operations to enable the above (e.g. stock maintenance of materials, re-ordering, tendering, issuing requests for quotation, bids, RFPs, when appropriate)

· Compiles outcomes of monitoring to ensure changes/recommendations as appropriate

· Contributes to strategy formulation implementing the above and as a result of e.g. gap analyses

1. Communication, reporting, data collection, application and management to monitor for evidence-based results and provide guidance for improvements, as well as showcase successful outcomes

· Assists in the issuance of reports following compilation of data

· Contributes to presentations and communication (Newsletter, PSB portal, GPRHCS e-learning website & Commodity Security Facebook page) by drafting Newsletter, issuing articles, news blogs, etc.

· Compiles and analyses data for reports to showcase the team’s progress to donors, partners, beneficiary countries, colleagues, etc.

· Drafts case studies and success stories to enable insight into the worth of the team’s approach and to share with wider practice and/or success cases.

· Reports on failures or roadblocks to enable change and improvements.

4. Management

Ensure that all staff under your supervision has a clear understanding of their individual responsibilities and accountability to their team in accordance with UNFPA's established Policies and Procedures as contained in the Policies and Procedures Manual (PPM). With particular attention to:

· Effective management of processes/compliance with deadlines regarding:

• Audit (Internal and External)

• NEX

• Annual Reports

• Deliverables in your work unit

· Effective management of staff and workload through:

• Creation/monitoring of Office Management Plan (OMP)

• Performance Appraisal and Development System (PAD)

• Ensuring an enabling environment

• Ensuring new staff members receive an induction

· Development and continuous improvement:

• All mandatory courses completed

• Provide access to relevant trainings within the division/branch

• Provide opportunities for improvement/training for the job-related skills

• All mandatory courses complete

5. Work Relations

· Commodity Security Branch (CSB)

· Procurement Services Branch (PSB)

· GPRHCS staff in Copenhagen, ROs & COs

· Other UN Agencies (UNDP, UNICEF, UNOPS, WHO, WB, etc.)

· NGOs and other external partners

· Learning/academic Institutions in developed countries and beneficiary countries

· Programme Donors

· Practitioners in the aid community

· Other UNFPA Departments (including Resource Mobilisation Branch (RMB), Technical Division (TD))

· UNFPA RO Advisers, Representatives and RHCS officers in Country Offices

. Ministries of Health, Finance and Education

6. Job Requirements

Education:

· Completion of Secondary education.

· University degree or equivalent certification in business administration, logistics and supply chain management, procurement, professional development, law or related discipline would be very useful and weighted accordingly, but is not a requirement.

Knowledge and Experience:

· 6 years relevant working experience.

· 3 years working experience specifically in procurement.

· Experience in capacity development or professional development required.

· 3 years working experience with the public sector.

· Experience with international development an asset.

· Experience with the health sector an asset.

· Experience in working with business software system such as SAP, Oracle or PeopleSoft a decided advantage.

· Experience with UN procurement an advantage.

· Experience in co-ordinating and managing workshops an asset.

· Experience in facilitation

· Excellent working knowledge of MS Office applications, especially the use of excel.

Required Competencies:

Core Competencies:

· Analytical and Strategic Thinking;

· Results Orientation/Commitment to Excellence;

· Integrity;

· Working in Teams;

· Communicating Information and Ideas;

· Appropriate and Transparent Decision-Making

· Performance Management

· Self-managing

· Respects deadlines

· Excellent communication and report writing skills

Functional Competencies:

· Business Acumen;

· Implementing Management Systems;

· Innovation and Marketing new Approaches;

· Client Orientation;

· Job Knowledge and Technical Accounting Experience

· Organisational awareness

Languages:

· English

· Fluency in French is highly desirable

· Fluency in the following languages an asset: Arabic, Portuguese, Russian & Spanish

Other Desirable Skills:

· Excellent Knowledge of Microsoft Excel and Database application is an advantage.

How to apply:

Applications in English (including letter of interest,(quoting****Procurement Associate for GPRHCS VA14/12****), CV****,****and completed/signed UN Personal History Form (P11) ,should be sent no later than 17:00 hours on October 31^st, 2014 via email to:vacancies@unfpa.dk

Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview.

Please note that the selected candidate must have a residence/working permit in Denmark.

UNFPA will only be able to respond to those applicants in whom UNFPA has afurther *interest.*

The UN Common Premises is a smoke-free work environment.

There is no application, processing or other fee at any stage of the application process.

UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

Possibility for Roaster