Job Description

The Senior Procurement Associate performs highly skilled work in procurement and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the senior GS level for more specialized work and requires advanced knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for Associates to lead and carry out responsibility for end-to-end procurement management from the beginning to the end of the process and provide input into the design and development of improved procurement process and delivery mechanisms.

How can you make a difference?

Under the general supervision of the Procurement Officer and/or Supply & Logistics Specialist, the Senior Procurement Associate prepares solicitations, adjudication notes, and purchase orders for all kinds of goods and services, obtains quotations from local vendors, monitors status of purchase.

Summary of key functions/accountabilities:

Supply Chain Service Delivery and Response Planning:

• In consultation with supervisor, provide input to the Country Programme Action Planning and advise on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose of products and services.
• Support supply emergency preparedness and response activities including establishment of Long-Term Arrangements (LTAs), and Contingency Plan update, and prepositioning of stock.

Procurement/contracting:

• Provide input to and advice on the annual supply plan. Conduct data review and analysis for category management and development of procurement strategies.
• Undertake market research in relevant areas for UNICEF to identify potential suppliers/contractors and advice on best approaches to obtain best value for money and sustainable procurement. Support potential suppliers to register through UNGM, the public electronic registration platform. Keep updated on market trends and developments and in cooperation with supervisor, prepare category reports on outlooks and expenditure. Together with supervisor prepare and propose procurement strategies for assigned categories. Support product innovation and market shaping initiatives for specific categories of supplies and services.
• Liaise with programme sections in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Take into account opportunities to strengthen sustainability of supply chains.
• Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required.
• Receives and reviews sales orders and requisitions for clarity, adequacy of specifications and completeness, confirms availability of funds, and obtains additional information considered necessary. Screens Procurement Services requests from partners / government.
• Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. 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.
• Follows up with Supply Division for timely issuance of Procurement Services Cost Estimates and Statements of Accounts and submits them to partners as required.
• 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.
• Extract procurement information from logs and records and summarizes for use in daily expediting of supplies, performance management of suppliers and smooth running of the procurement function.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

Alternative Delivery Mechanism:

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.

Other duties / responsibilities:

• Provides practical input on implementation of guidelines in the area of supply and procurement, in close coordination with the Procurement Officer and Chief of Supply & Logistics.
• Supports the Procurement Officer and the Chief of Supply & Logistics, and updates staff on supply and procurement policies, procedures rules and regulation. Implements the appropriate application and interpretation of Supply and Procurement rules, regulations, policies and procedures.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on supply and procurement matters as required.
• In collaboration with Procurement Officer, Chief of Supply & Logistics, 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.
• Arranges visits to potential suppliers for evaluation of their capacity. Proposes companies for placement of trial orders and preparing and distributing files containing the cases to be presented.

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

Education

Completion of Secondary School, supplemented by courses in purchasing, procurement, supply chain management, or any other related field of discipline relevant to the job.

Completion of University / Bachelor’s degree is an advantage.

Experience

A minimum of seven years of relevant professional work experience in supply/logistics or any other closely relevant function.

Experience working in development and/or humanitarian organization is an advantage.

Fluency in English is required. Knowledge of another official UN language or a local language is an asset.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible female candidates and candidates from the underrepresented ethnic group are strongly are encouraged to apply.

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

UNICEF appointments are subject to medical clearance.? Appointments are 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  medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.