Location: Copenhagen, Denmark
Deadline: Tuesday, 10 September 2013
Description
Organization: UN Population Fund
Country: DenmarkClosing date: 10 Sep 2013
This is a part time position. Selected candidate will work 50% or 2.5 days per week, and will be paid 50% of the normal full time GS6 staff salary.
Organizational Location
The Contracting and Administrative Associate position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to the Contracting and Administration Associate and/or Procurement Specialist of the Strategic Procurement Cluster of PSB
Job Purpose
In direct support of UNFPA's strategy to achieve the ICPD/MD Goals and ensuring the effective and efficient implementation of procurement processes, the incumbent will be required to provide the following services under the general direction of the Administration Associate or Procurement Specialist of PSB Strategic Procurement Cluster:
- Perform other duties as required
- Establish standard documents, work flow process and SOPs for procurement operation
- Administer supplier management activities
- Manage cost-effective procurement services in the area of contracts and long term agreements in support of UNFPA's programmes and operations
Major Activities/Expected Results
Manage cost-effective procurement services in the area of contracts and long term agreements in support of UNFPA's programmes and operations:
- Manage long term agreement(LTA) process throughout the entire procurement cycle, including needs definition, specifications development, market research, prequalified supplier list maintenance, tender issuance, evaluation of offers, contract issuance, and vendor performance evaluation, in accordance with UNFPA's Procurement and Financial Policies, Rules, and Regulation.
- Ensure information of products and services is update in the ERP/Atlas system; ensure the update is communicated to clients, donors and other interested parties.
- Liaise with other UN agencies to obtain information on existing LTAs and contracts available for use to meet UNFPA requirements.
- Undertake market research in order to evaluate potential new suppliers and new products. This will require frequent consultation with relevant technical branches in New York, missions in the field and communication with other UN agencies. Keep abreast of market trends and developments in purchasing related fields.
Administer supplier management activities:
- Develop Key Performance Indicators (KPIs), monitor and record the performance of LTA suppliers in relation to established KPIs, communicate results to suppliers and buyers, follow up with suppliers on improvement.
- In collaboration with PSB buyers, liaise with customers and suppliers to investigate and follow up on any chronic issues to ensure compliance with contract conditions and customer satisfaction
- Maintain an accurate and active product, supplier and contract base in support of UNFPA procurement requirements.
Establish standard documents, work flow process and SOPs for procurement operation:
- Develop procurement work flow process
- Develop templates and SOPs to be applied to the process
- Communicate the document asset to clients, donors and other interested parties.
- Assist in applying the document asset in census procurement operation in the field.
Perform other tasks and duties as required.
Work Relations
- Develop efficient working relationship with internal and external clients, including IT sector of PSB, PSB buyer team, UNFPA census unit, UNFPA field missions, donors and other UN agencies involved in census programme.
- Develop sound working relationships with suppliers.
Job Requirements
Education:
- Completion of secondary education, preferably with a focus on business administration, economics, demography, procurement and logistics or related fields.
- A university degree at bachelor level in above related field is an advantage.
Knowledge and Experience:
- Minimum 6 years' related work experience.
- Experience in procurement, international procurement, public procurement, contracts and supplier management is highly desirable.
- Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.
- Certification in CIPS, procurement, logistics or similar preferred.
- Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex category management.
- Experience in working in team and leading team projects is highly desirable.
- Knowledge of legal aspects of contract management is an asset.
- Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), Atlas (PeopleSoft or alternatively Oracle), E-filing system and other software applications is required.
Core Competencies:
- Values/Guiding Principles;
- Self-Management/Emotional Intelligence;
- Appropriate and Transparent Decision Making;
- Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence;
- Knowledge Sharing/Continuous Learning
Functional Competencies:
- Job knowledge and technical expertise
- Communication and negotiation skills
- Innovative in seeking improved working methods
- Diligent and attentive to details
- Ability to effectively establish priorities
- Performance Management
- Flexibility and adaptability in dealing with changing circumstances or job requirements
- Oral and written reporting skills
- Time management skills
Languages:
- Fluency in English
- Knowledge of other UN languages an asset
UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
We offer an attractive salary, subsidized medical/dental insurance and pension benefits.
Applications in English (including letter of interest, CV and P11 form), quoting VA/UNFPA/13/SPC/06, should be sent by 1700 on Tuesday, 10th September 2013 (UTC+1) via email to: vacancies@unfpa.dk. The P11 form can be downloaded at: http://sas.undp.org/documents/p11_personal_history_form.doc
Please note that the selected candidate must have a residence/working permit in Denmark.
UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest.
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