Procurement Assistant, G-5, Temporary Position, Copenhagen, 364 days, Supply Division, COPENHAGEN, #00138285

Organizational Context

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential. UNICEF Supply Division (SD) ensures equitable access to essential supplies for children and families in development and humanitarian contexts, acting as the UN’s largest end-to-end supply chain entity.

Job Purpose

The Procurement Assistant, G-5, is responsible for executing a broad range of standardized procurement tasks in strict compliance with UNICEF Financial Rules and Regulations, the Supply Division Manual, and other applicable procurement procedures. This role supports a segment of products within the Child Survival Centre, aiming to provide effective services to customers. The primary goal is to ensure accurate and timely monitoring of shipments from order placement through to completion and closure, ultimately meeting customer needs and requirements. The position is crucial for projecting the image of a credible and reliable service provider, with the quality of process delivery directly impacting the team's overall reputation for responsiveness and execution excellence.

Responsibilities

Under the direct supervision of the Contracts Officer, the Procurement Assistant performs procurement activities in compliance with UNICEF Financial Rules and Regulations, the Supply Division Manual, and other applicable procurement policies and procedures. Key duties include reviewing and evaluating incoming purchase requisitions and requests for completeness, adequacy of information, specifications, appropriateness, quantities, shipment, delivery dates, and budgets. The assistant will review material specifications and requirements with customers, country offices, and technical counterparts, ensuring completeness and appropriateness, and processing customer claims/complaints in collaboration with the Transport and Quality Assurance Centre. Responsibilities also encompass preparing and drafting price and cost estimates for procurement transactions, including freight. Furthermore, the role involves drafting and preparing international tender invitations, assisting with CRC submittals, drafting and preparing Purchase Orders, and supporting Long Term Agreements and Direct Order Arrangements. Contract administration activities, including monitoring supplier compliance, contract utilization, amendments, validity periods, and performance against agreed terms, are also key. The Procurement Assistant will monitor order and delivery status in close coordination with the SD Transport Centre, proactively following up with all parties to ensure timely and safe delivery of goods. This includes monitoring Centre-specific KPIs, taking necessary actions to comply with them, and transmitting relevant information to customers regarding planned delivery changes to facilitate delivery and customs clearance. Regular status and monitoring reports will be prepared and provided to customers.

Work Experience

A minimum of five years of relevant work experience in procurement, supply chain, or a related field is required. Experience in an international organization or UN system is an asset.

Skills

Procurement procedures, Supply chain management, Contract administration, Purchase requisition review, Tender preparation, Purchase order processing, Supplier monitoring, Logistics coordination, Customer service, Reporting, Compliance, UNICEF Financial Rules and Regulations

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