Supply Assistant, GS-5, Temporary Appointment (364 days), Water, Sanitation and Education Center, UNICEF Supply Division, Copenhagen, #120028

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 is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, commitment

Water, Sanitation and Education Centre (WSEC) is part of Supply Division (SD) and is one of the procurement centres leading global contracting and procurement of Water, Sanitation and Hygiene (WASH) , Education and Project Support commodities for all UNICEF offices, and SD warehouse hubs focusing on optimizing emergency response and access to affordable and quality assured goods in a timely manner.

 

The Education Unit manages procurement of a wide range of education items in accordance with the UNICEF Rules and Regulations. This includes procurement for warehouse replenishment and direct shipments in support of Education programme in UNICEF country offices worldwide. The unit is responsible for establishing global long term procurement arrangements for respective Education commodities and supporting country and regional offices with best value for money solutions for Education programmes and Emergency response.

The role will be providing pro-active independent coordination of contractual support in the commercial team, with responsibility for end-to-end supply chain transactions. This includes ensuring accurate and timely completion of transactions, processing of supply requisitions, providing effective service to internal customers including assisting with warehouse replenishment orders in a timely manner as well extending support for direct order placement to UNICEF country offices during surge demand.  

This is a critical function requiring coordination with different stakeholders such as suppliers and other units (transport, warehouse, quality assurance) as well as close monitoring, follow up and ensuring timely delivery of goods. up to the completion and closure of the purchase orders in compliance with UNICEF procedures.

 

How can you make a difference?

Under the general supervision of the Contracts Officer in the Education Unit, the Supply Assistant monitors incoming procurement requisitions for own commodity area, plan issue and expedite Purchase Orders and run the Material Resource Planning (MRP) for replenishment of standard stock items in Copenhagen warehouse and other strategic hubs ensuring compliance with UNICEF Key Performance Indicators.

The primary task is timely execution of orders ensuring no stock out of Education products in UNICEF Supply Division Warehouse and other UNICEF hubs. Coordinates with stakeholders – Warehouse and inventory management centre (WIMC), Quality assurance centre (QAC), Global transport centre (GTC) and within Education unit in executing all below tasks:

 

1. Assist with running Material Resource Planning report (MRP) in SAP once a week or as per need and periodically check the dashboards e.g. warehouse replenishment dashboard to ensure timely replenishment of products.
2. Coordinate with Warehouse planning to adjust quantity and material to optimize shipment volume
3. Extend support for direct order placement to UNICEF country offices during surge demand
4. Communicate with Long Term Arrangement suppliers of relevant products to confirm volume, production lead time, incoterms etc
5. Issue purchase orders and ensure completeness in accordance with WSEC procurement quota, spot pricing, pre-delivery/in-line inspections, moisture control are embodied in purchase orders.
6. Collaborate, coordinate with Education Contracting and Technical unit prior to order confirmation to ensure compliance with centre process/guidelines
7. Timely update of various order monitoring tools, spreadsheets
8. Provide update on workload and pipeline order in Education Unit meetings
9. Coordinate with Global Transport Centre, quality assurance centre and other centres as appropriate for daily work-related updates to ensure information is shared in a timely manner
10. Consult, coordinate with suppliers, Freight forwarders and Global transport unit to ensure timely shipment and/or delays are communicated and resolved
11. Follow up on pipeline orders with suppliers to track progress while updating status in various consultative meetings and database
12. Consult with supervisor and contracting team on challenges e.g. price increase, delay, quality related issues
13. Be proactive in finding alternative product sources for surge demand to meet emergency surge demand under the guidance of Contracts Officer and in consultation with Technical Unit to ensure product conformity
14. Extend support to draft preliminary commercial evaluation for approval by supervisor and thereafter share with Technical unit to initiate Technical evaluation of tender.
15. Undertake solicitation process to support surge demand, consolidate final Commercial and Technical evaluation for approval by supervisor, thereafter draft submission for Contract Review Committee for view by supervisor
16. Extend support to Education team as and when required

 

 

To qualify as an advocate for every child you will have…

 

The following minimum requirements:

 

• Education: Completion of secondary education and additional relevant courses in business administration, commercial or contracting
• Work Experience: Minimum 5 years of administrative experience in a commercial, industrial, or public sector / organisation with at least 2 years in procurement or related contracting function.
• Language: Fluency in English and in particular excellent written communication skills
• 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 employment with UNICEF

The following desirables:

• Additional relevant courses in procurement
• Experience of working in SAP/ERP system (VISION) or other modules of SAP
• Knowledge of Public procurement
• Language: Proficiency in another UN language (Spanish, French, Russian, Chinese, Arabic).

 

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF 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.

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 does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will 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 appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

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

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

The closing date of this position is 19^th August 2024.

 

 

 

Visit us at www.unicef.org/supply/