Denmark: Emergency Procurement Assistant - G5

Organization: UN Population Fund
Country: Denmark
Closing date: 17 Nov 2014

1. Organizational Location

The Emergency Procurement Assistant shall be part of the Inventory/Humanitarian Unit with the UNFPA Procurement Services Branch and shall work under the supervision of the Demand Planner/Inventory Emergency Associate.

2. Job Purpose

The Emergency Procurement Assistant contributes to the management of the Emergency Reproductive Health (ERH) Kits procurement by attending to request for kits as well as responds to other requests received from clients in emergency situations - both internal and external clients - by following the UNFPA procurement policies and procedures and standard operating procedures for ERH Kits procurement process. The incumbent ensures quality of the services provided to the clients by providing timely follow up on their requests.

3. Major Activities/Expected Results

In accordance with UNFPA rules, procedures, and systems, the position:

• Provides advice and guidance on procurement processes and procedures to UNFPA Country Offices and other parties, including: providing guidance on procuring Emergency Reproductive Health kits; and providing guidance and assistance in emergency procurement and fast track procedures (FTP).
• Upon receiving clear firm orders from clients, obtains freight quotations and prepares cost estimates for clients’ approval.
• Communicates with the clients and ERH Kits suppliers on mode of shipment of their order: air or sea, partial, split or full shipments.
• Authorizes shipments per the agreement with the clients and issues freight POs in Atlas per the freight quotations received from the suppliers.
• Ensures that clients timely receive the shipping documents and other relevant documents that will enable them to successfully proceed with customs clearance; follows-up on deliveries with both suppliers and clients.
• Accurately records in PSB CRM SuperOffice all communication on the processed orders in order to have clear institutional memory. Physically archives the related documents per PSB standards.
• Cooperates Reports to the Inventory Associate by providing information on the existing demand for RH kits;
• Operates with the inventory systems in Atlas;
• Monitors and evaluates the RH kits suppliers’ performance using the UNFPA Vendor Management Tool;
• Supports regional teams in dealing with emergency procurement when applicable;
• Reviews and submits cases to the Emergency Contracts Review Committee when applicable.

4. Work Relations

The Emergency Procurement Assistant shall carry out the tasks in cooperation with the existing Team members. The incumbent shall report to maintain collaborative relationships with the PSB Demand Planner/Inventory Emergency Associate, Procurement Specialist, Procurement Assistants of the PSB Regional Teams, suppliers as well as with the staff from the UNFPA Country Offices, external clients and related Humanitarian and Fragile Context Branch staff in UNFPA NY, WHO Geneva, etc.

5. Job Requirements

Education:

• Secondary education.
• University degree with a focus on business administration, procurement, project management and logistics or related fields would be desirable, but not a requirement.
• Procurement certification such as CIPS or similar is advantageous.

Knowledge and Experience:

• Five years of relevant work experience such as procurement, supply chain management, inventory management, logistics or project management is highly desirable. Note that a Master’s Degree in combination with 3 years of relevant work experience may be accepted in lieu of 5 years of work experience.
• Working knowledge of MS Office (particularly Excel) required.
• UN common system experience is an advantage.
• Familiarity with the basic procurement and financial framework and procedures of UN is an advantage.
• Familiarity with medical and/or pharmaceutical products is an advantage.
• Experience in humanitarian response is an advantage.
• Knowledge of ERP Atlas, CRM is an advantage.

Required Competencies:

Core Competencies:

• Analytical and strategic thinking
• Communicating information and ideas
• Working in teams
• Cultural Sensitivity/valuing diversity

Functional Competencies:

• Managing data.
• Managing information and work flow.
• Planning, organizing and multi-tasking.
• Providing financial and budget support.

Languages:

• Fluency in written and spoken English is required.
• Fluency in written and spoken French is a strong advantage.

Other Desirable Skills:

• Ability to analyze and utilize 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.
• Service-minded and excellent communication skills – both written and oral.

How to apply:

UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.

We offer an attractive salary, subsidized medical/dental insurance and pension benefits. This is a fixed-term appointment for an initial period of one year, with possible extensions subject to performance and funding.

Applications in English (letter of interest, quoting Procurement Assistant/Emergency Team VA/14/13) and completed Personal History Form (P11), should be sent by email to: vacancies@unfpa.dk

The P11 form can be downloaded at: http://europe.unfpa.org/webdav/site/europe/shared/Employment/2014/p11_personal_history_form.docx

Your application should be sent by email not later than 17.00 PM hours on 17^th Nov 2014.

UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest.

Notice: 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.

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