Procurement Assistant

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Description

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• Reviews and evaluates incoming purchase requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, and budgets.
• Reviews material specifications and requirements with customers, countries, technical counterparts and the Quality Assurance Centre to ensure completeness and appropriateness. Ensures that customers’ claims/complaints are processed in collaboration with Transport and Quality Assurance Centre.
• Prepare and draft price and cost estimates for PS transactions including freight in close cooperation with the technical unit and UNICEF Country Offices. Issues POs upon funds transfer and follows up closely with requesting partners/ country offices and freight forwarders.
• Drafts and prepares international tender invitations. Assists with the preparation of CRC submittal. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.
• Monitors the status of Orders and Deliveries with close coordination with SD Transport Centre. Proactively follows up on placed orders and deliveries with all parties concerned to ensure timely and safe delivery of goods. Monitors centre specific KPIs. Transmits all relevant information to customers including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status/monitoring reports to customers.
• Updating of databases and management systems for use by HQ, Field Offices or Regional Offices.  
• Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
• Contributes to the regular review of business processes, manuals and release note, and divisional and Centre procedures. Assist in the preparation of comprehensive forecast exercise to secure a sustained and uninterrupted supply.
• Maintains order filing in accordance with UNICEF guidelines.
• Any other duties or assignments as requested by the supervisor.

• Completion of secondary education or above
• A minimum of 5 years of progressively responsible administrative or clerical work experience is required.
• Proficiency in the Microsoft Suite of Products (including Microsoft 365 programs and apps).
• Fluency in English.
• Valid work permit and residency in Denmark at the time of submitting the application. Note that the selected candidate is responsible for obtaining any required extension of their residency permit as an extension cannot be dependent on an employment with UNICEF

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