Procurement Assistants

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Description

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• 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.  

• 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.  

• 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.  

• 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.  

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