2xProcurement Assistants, GS-5, Medical Devices Unit, Health Technology Centre, Copenhagen, Denmark, #18621+#21912

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up. 

 

For every child, health 

UNICEF’s supply and logistics headquarters – Supply Division – is located in Copenhagen, which is also home to the largest humanitarian warehouse in the world. About a half of the 1000 colleagues are housed in Supply Division, Copenhagen with areas of expertise including logistics, procurement, warehouse management, product innovation, market insights, finance, pharma, nutrition, vaccines, cold chain and health technologies and engineering. Over 1000 colleagues work in the Supply Function across 97 countries and 173 offices and form the Supply Community. 

 

The position is placed in the Medical Devices Unit (MDU) within the Health Technology Centre (HTC) in Supply Division. Through applied technical, contractual and operational expertise, the Centre supports UNICEF country programs and procurement services partners.   

MDU is comprised of commercial and technical functions that are jointly responsible for procurement of medical commodities, instruments, and equipment in support to UNICEF’s programmatic goals and objectives Globally. This post is located within the commercial function of HTC MDU and entails planning and implementation of timely procurement actions compliant with UNICEF’s Public Procurement Rules and Regulations. The work includes sourcing of goods and services by conducting Tenders, establishing and maintaining Long Term Arrangements (LTA) with vendors, issuing Procurement Service Cost Estimates for UNICEF partners, placing and expediting Purchase Orders with suppliers, monitoring the contractual workload and suppliers’ performance. 

 

How can you make a difference? 

The Procurement Assistant will manage complex cases and client requests, which require evaluation of difficult situations and adaptation of procedures and processes to achieve desired results. It requires also advanced communication skills to be able to work with UNICEF Country Offices globally advising about procurement options under HTC Direct Ordering (DO) LTAs and secondary bidding options available in frame of those DO LTAs.

With a certain operational independence, the Procurement Assistant will perform and carry out responsibility for end-to-end supply chain management including development of efficient supply chain solutions and mechanisms. 

Under the supervision of a Contracts Officer the following duties and responsibilities will be met:

Main Duties/Responsibilities: 

Planning:   

• Review and evaluate incoming supply Requisitions, Program Sales Orders, and supply requests for planning procurement actions to meet the requirements, including emergency preparedness and response. In consultation with supervisor, coordinate implementation of large procurement projects.

Procurement and contracting: 

• Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), including Emergency response tasks. Place Purchase Orders for Goods and Services with UNICEF vendors. Pro-actively expedite Purchase Orders and service contracts with all parties concerned until the goods and Services are fully and satisfactorily received by the customers. Transmit all relevant information to customers, including changes to planned deliveries. Monitor respective KPIs.
• Serve as HTC MDU focal point in the work with UNICEF Country Offices (CO), including communication in frame of procurement transactions related to the Direct Ordering (DO) LTAs. Timely response to queries placed by COs related to availability and procurement of goods and services under DO LTAs. Update Share Point DO LTA website timely and accurately. In consultation with supervisor, issue and update Quick Reference Guideline (QRG) notes and Standard Operating Procedures (SOP) documents related to the use of DO LTAs by UNICEF CO.
• Prepare and expedite Procurement Service Cost Estimates and price quotations (including freight calculation) in support to UNICEF Procurement Services partners’ requests. Maintain and update the respective Procurement Service logs in a timely and quality manner. Monitor respective KPIs.
• Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as per Tender Calendar or an ad-hoc request. Prepare offer commercial reviews. Based on tender evaluation outcome, prepare requests for award including submissions to Contract Review Committee. Prepare Award Recommendation Documents and Contract Review Committee submittals. Ensure establishment of Long Term Arrangements (LTAs) and act on specific procurement requisitions as required. Support supervisor in contract management in frame of LTAs. Maintain LTA monitoring tool for following up on pending actions related to LTA management.
• Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules, including deliverables under service contracts. Implement appropriate vendor management practices e.g. supplier performance reviews, recommendations for placing Liquidated Damage claims.
• File procurement cases and maintain up to date documentation records for reference, including for responding to audit queries. Ensure filing at all levels is compliant to UNICEF guidelines and divisional procedures related to maintenance of: (1) hardcopy files, (2) SharePoint folders and DO LTA pages for supply community, as well as (3) documentation of procurement actions for each respective transaction in SAP ERP.
• Liaise with internal and external stakeholders and counterparts to ensure the deadlines and objectives are met, necessary inputs are received, and the parties are respectively updated on the status of contractual and procurement tasks. Monitor Key Performance Indicators (KPI), prepare supplier Performance Reviews and Scorecards, assist in Complaints & Insurance Claims Application (CICA) management. Maintain highest level of integrity, ethical standards, and accountability in the procurement of goods, contracting of services and construction work.

 

 

Other duties and responsibilities: 

• In collaboration with supervisor, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals and the team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows. Provide coaching and training to new staff.
• Any other duties or assignments as requested by the supervisor.

Medical Devices Unit (MDU) is a well-functioning team composed of highly dedicated professionals who always put high priority in work deliverables and, at the same time, enjoy work-life balance and flexible work arrangements.  

 

To qualify as a Champion for every Child you will have… 

Required:  

• Completion of secondary education
• A minimum of 5 years of relevant experience in a supply chain management- or commercial context
• Sound knowledge of public procurement practices, including relevant supply chain management practices
• Good customer service, communication, and negotiations skills.
• Understanding of supply chain processes and ability to consistently apply relevant policies, procedures, and good practices in daily work
• Working knowledge and experience with using databases and SAP/ERP-systems or similar systems
• Proficiency in MS Office, specifically Word, Excel, PowerPoint.
• Proficiency in using Internet Browsers and SharePoint Online
• Fluency in English.

Desirable: 

• Technical or university courses related to supply chain, business administration, contract/commercial law, data analytics or another relevant technical field
• Understanding of development and humanitarian work
• Ability to use supply related modules within UNICEF ERP system
• Proficiency in another UN language (Arabic, Chinese, French, Russian, Spanish)

NOTE: UNICEF staff members globally and applicants who are EU nationals or in possession of a valid work permit for Denmark (at the time of submitting the application) are eligible to apply.

General Service (GS) staff are personally responsible for any travel and accommodation arrangements and UNICEF will not cover any costs related to relocation. 

NB: For UNICEF staff members based in a duty station outside Denmark; FT-, Continuing- and Permanent contract holders are eligible to apply.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://www.unicef.org/careers/getprepared#Values

UNICEF competencies required for this post are… (1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

This Vacancy Announcement is open to all (internal and external candidates)

The closing date of this position is 07 March 2024 

Please be informed that all applications to UNICEF are handled via UNICEF’s online recruiting system. You can apply to the above position by creating your profile, and application at our web site: https://jobs.unicef.org/en-us/listing/

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 diversity and gender balance are factors in the selection process.  Queries can be directed to Louise Pedersen at lpedersen@unicef.org.

Visit us at www.unicef.org/supply/