Procurement Associate at the United Nations Population Fund (UNFPA)

The United Nations Population Fund (UNFPA), the leading UN organization in Reproductive Health and Population and Development, is recruiting personnel for the vacant position below:

Job Title: Procurement Associate

Job ID: 23150
Location: Abuja, Nigeria
Full/Part Time: Full-Time
Contract Type:  Fixed Term Appointment
Duration: One Year (Renewable Based On Availability Of Funds And Satisfactory Performance).

The Position

• Under the overall guidance of the UNFPA Representative, Deputy Representative and the direct supervision of the Lead Procurement Associate, the Procurement Associate works in close collaboration with the operations and programme staff in the country office, sub-offices and UNFPA Procurement Services Branch in resolving complex procurement-related issues and information exchanges.
• S/he ensures effective and efficient use of UNFPA’s and external partners’ resources while undertaking procurement function.
• S/he delivers quality services in procurement management to all stakeholders, mastering all relevant rules, guidelines, processes and procedures. 
• S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines in service of the Country Programme, providing support and guidance to colleagues and UNFPA supported states or partners in Nigeria. 
• S/he works in close coordination with the Team Leaders of the Policy, Planning and Quality Assurance; Field Operations and Programme Departments in fulfilling procurement responsibilities.

How you can make a difference

• UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
• In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
• UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Main Tasks & Responsibilities
Ensuring effective and efficient Procurement, Contract, Supplier Management, and logistical support to UNFPA Programme staff, implementing partners and external parties on all aspects of Procurement and logistics management implementation and organization:

• Undertake procurement actions prepare and issue Requests for Quotations, Invitation to Bids, Request for Proposals to potential bidders, review accuracy and completeness of specifications for good/services to be contracted, evaluate quotations/offers and recommend suppliers as appropriate, prepare submission/recommendation to the CAP/CRC as applicable and support development of draft contracts with input from Programme staff for clearance and approval of management
• Assist the Office Manager in the management of contracts, long-term agreements in accordance with UNFPA rules and regulation, procedures,
• Provide operational coordination and administrative services, to support procurement projects and activities, following standard processes and contributing to the effective procurement of goods and services.
• Undertake market research to identify and recommend potential suppliers, facilitate the registration of new vendors and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
• Review, record and prioritize purchasing requests, raise requisitions and facilitate the preparation of Purchase Orders, in order to support the procurement of appropriate goods and services, at lowest most technical compliant cost to UNFPA.
• Contribute to negotiations with new suppliers on terms and conditions of orders, alongside a senior officer, in order to obtain the best terms and lowest costs for UNFPA.
• Monitor the performance of suppliers in reference to established Key Performance Indicators and take necessary steps to facilitate compliance to agreed contracts
• Support follow up action with UNFPA Procurement Services Branch, Facilities Management Services, UNOPS and other UN procurement bodies for timely delivery and receipt of goods and services, release, acceptance and delivery of these to the destination point in a timely manner with due attention to quality assurance.
• Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems.
• Support preparation of clearing letters and port clearance waivers to ensure timely clearing of goods and delivery to end users
• Research, collect and analyze data in order to produce reports to enable informed decision-making by Procurement Officers, and consistency of information presented to stakeholders.
• Maintain relationships with internal counterparts, to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
• Follow standard emergency preparedness practices to support UNFPA to quickly respond and deploy goods and needed resources to affected areas at the onset of the crisis.

Ensuring an effective Procurement Tools Management and Data reporting System for the office:

• Compilations of consolidated Procurement Plans on the basis of review of all Annual Work Plans and ensure accurate entry in the online procurement plan portal.
• Compilation of logs for Request for Quotation, Invitation to Bid, Request for Proposal, Memorandum of Agreement, Memorandum of Understanding, Contracts, Long Term Agreement etc.
• Maintain up-to-date and complete records, documentation and filing of all procurement processes to support regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery timelines.
• Maintain an accurate and updated supplier database in support of UNFPA procurement requirements showing current status including active, inactive or blacklisted suppliers.
• Coordinate and administer the information flow related to products and services available through Long Term Agreement, including prices, terms and conditions, validity of contracts and renewal timelines.
• Familiarize and provide guidance on the use of various UNFPA procurement tools such as Procurement catalogue, lead-time calculator, accessRH, vendor assessment portal, procurement planning portal, vendor registration and vendor assessment.
• Ensure vendor publication and listing on the internal ERP system and the United Nations Global Market Place (UNGM) based on contract award threshold inline with procurement policy.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience
Education: 

• Bachelor's degree or Higher National Diploma in Procurement,  Public Administration, Accounting, Business, Economics, or other related field.

Knowledge and Experience:

• At least 6 years of relevant work experience in the same functional area;
• Knowledge of UN Operational Rules and Regulations; direct working experience applying and handling UN Operational rules and regulations would be an advantage;
• Proficiency in current MS Office software applications and other accounting package is essential. Familiarity with ATLAS will be an asset.
• Ability to work under pressure and excellent and human relation skills;

Languages:

• Fluency in English, both oral and written are required.

Required Competencies
Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change

Core Competencies:

• Achieving Results 
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact

Functional Competencies:

• Business Acumen
• Implementing management systems
• Innovation and marketing new approaches
• Client orientationa and organizational awareness
• Job Knowledge/Technical expertise
• Being Accountable

UNFPA Work Environment:

• UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life.
• We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

Compensation and Benefits

• This position offers an attractive remuneration package commensurate with the level of the post.   The package includes a competitive net salary plus cost of living adjustment, housing allowance, home leave, health insurance and other benefits.

Application Closing Date
5pm, Nigerian Time; 21st May, 2019

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

• That this vacancy announcement is only for Nigerian Nationals.
• No expectancy of renewal in accordance with UN staff regulations 4.5.
• UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm