Procurement Associate, GS6, Brasilia, Brazil post#128898

UNICEF Brazil is looking for a Procurement Associate to work in Brasilia. A Procurement Associate is predominantly accountable for applying a broad range of specialized rules and procedures in the coordination of procurement support to the team served by efficiently initiating, monitoring, and ensuring the provision of procurement processes . This may include supervisory responsibilities with accountability for the work of procurement assistants, temporary staff and/or consultants. Procurement Associates represent the supervisor in initiating, following up on and resolving issues pertaining to procurement requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions, and national governments to organize meetings, workshops, and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.
This job opportunity is presential and for Brazilians only or candidates with a work permit for Brazil.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

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, commitment

Since 1950, UNICEF has supported the most important transformation for children and adolescents in Brazil. UNICEF Brazil with its main office in Brasília and nine field offices UNICEF works in close partnership with national and sub-national government, corporate partners, youth, and civil society organizations. For information of the work of our organization in Brazil, please visit our website: UNICEF Brazil.

How can you make a difference?

Under the general supervision of the Procurement Officer NOB, the Procurement Associate will undertake the procurement of goods and services to ensure timely procurement and distribution of the right quality supplies/services at the right place.

The function demands specialized work and is highly independent. It frequently requires the evaluation of difficult situations and management of complex cases and client requests considering UNICEF procedures and processes to resolve such cases. The main functions/accountabilities are:

Planning:

• Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain and Procurement operations, including establishment of performance indicators, and assessment of fit for purpose of products and services.
• Support supply emergency preparedness, response activities and service contracting including establishment of Long-Term Arrangements (LTAs), Logistics Capacity Assessment and Contingency Plan update,

Procurement/contracting:

• Provide input to and advice on the annual procurement plan. Conduct data review and analysis for category management and development of procurement strategies. Conduct market research in relevant areas for UNICEF and advise on best approaches to obtain best value for money and sustainable procurement. Support product innovation and market shaping initiatives for specific categories of supplies and services.
• Liaise with clients in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Consider opportunities to strengthen sustainability of supply/procurement chains.
• Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor (Procurement Officer). Organize bid openings and conduct technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers. Maintain highest level of integrity, ethical standards, and accountability in the procurement of goods, contracting of services and construction work.
• Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
• Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g., supply performance reviews.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

In-country logistics:

• Provide logistics input to the procurement plan, including advising on infrastructure constraints (e.g., customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Advise on budget requirements for various delivery modalities and ensure establishment of budget with clients.
• Liaise with supply/procurement colleagues as well as clients using dashboards to ensure pipeline monitoring and establishment of appropriate logistics/procurement capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data, and conduct analysis, produce reports, and ensure information accuracy in corporate systems to enable informed decision-making.
• Provide specialized support in logistics, liaise with internal and external stakeholders, following standard processes and contributing to the effective delivery of programme supplies.
• Identify needs for contracting of logistics third party services (e.g., customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.
• Manage documentation processing for execution of logistics operations (e.g., customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor (Procurement Officer).

Alternative delivery mechanisms and procurement services:

• Support assessment of and collaboration with implementing partners including civil society, for establishment of Programme Cooperation Agreements (PCAs), and monitoring of supply components under Harmonized Approach to Cash Transfers (HACT).
• Participate in events/meetings that build partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
• Facilitate Procurement Services (PS) transactions in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies. Monitor the issuance of Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. Support communications and follow up with COs regarding partnership requests and negotiations as required.
• In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the supply chain process to make it more effective.

Other duties/responsibilities:

•    In collaboration with supervisor, Supply Division, Regional Office and the global supply community, 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.

To qualify as a champion for every child you will have:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Experience: A minimum of six years of relevant of relevant administrative experience in supply chain / procurement management or a commercial context is required.  Understanding of development and humanitarian work is an advantage.

For this position, an academic degree higher than the required degree may be considered to compensate up to two (2) years of experience in case the candidate lacks the required experience.

• Language – Fluency in English and Portuguese required. Knowledge of Spanish will be considered as an asset.

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS).

The UNICEF competencies required for this post are…

• Demonstrates Self Awareness and Ethical Awareness (1); Works Collaboratively with others (1); Builds and Maintains Partnerships (1); Innovates and Embraces Change (1); Thinks and Acts Strategically (1); Drive to achieve impactful results (1) and Manages ambiguity and complexity (1).

Click here to learn more about UNICEF’s values and competencies. During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels.

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.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

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 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 medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

The VA is open to all (internal and external candidates).

This position is for Brazilians or candidates who already have work permit for Brazil.