Supply & Logistics Associate
OverviewIf you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations, and governments.
Purpose of the AssignmentUnder the supervision of the Supply and Logistics Specialist, the Supply Associate, provides a broad range of transactional, procedural and administrative tasks in support of the efficient supply and procurement of the country office, ensuring timely and efficient output that is in compliance with UNICEF rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design.
Specific ObjectivesKey objectives of this position include;
- Receives supply requisitions, ensuring the accuracy of specifications of items, and confirms availability of funds, obtaining additional information from the programme sections as necessary. Monitors assigned requisitions to ensure completion of procurement actions in a timely manner.
- Obtains quotations, issues invitation to bids to approved and listed suppliers; arranges and participates in bid openings with the Supply Manager, compiles price tabulations with price ratings and recommendations for order placement, prepares CRC submissions for finalization by the Supply Manager.
- Corresponds with programme Sections/Field offices and suppliers on supply and procurement matters.
- Generates and compiles a variety of warehouse reports from vision and monitoring reports from the supply dashboard/pipeline reports.
- Ensures continuous availability of data related to procurement, including forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules. Prepares periodic reports, and ad-hoc reports as needed.
- Drafts submissions to Contract Review Committee.
- Maintains supplier database and files with full information, in accordance with UNICEF supply guidelines.
- Prepares Direct Orders (Purchase Orders) against existing Long Term Arrangements (LTA) ensuring that the LTA has valid quantities and lead-time meets requirements
- Quality control and ensure the accuracy of UNITRACK generated stock reports and monthly reconciliation of stock inventory reports from different offices. Prepares monthly stock reports on management performance indicators for warehousing operations.
- Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc).
- Responsible for conducting local market surveys on an ongoing basis.
- Correspond with offshore suppliers when required and Copenhagen for standard warehouse items and obtain LPA when required
- Conduct market research for new products and new supplier source as well as updating new product technology
Impact of Results
- The capacity of the Supply Associate to effectively and efficiently carry out the above duties contributes to the efficient planning, management and oversight of cost-effective procurement, contracting, inventory, storage and delivery of supplies and related services directly impact on program delivery of goals and results. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of funds entrusted to the organization and to furthering UNICEF image as a competent organization for delivering cost-effective and sustainable program results.
Competencies and level of proficiency required
- Diversity and inclusion
- Communication (II)
- Working with People (II)
- Drive for Results (II)
- Analyzing (II)
- Applying Technical Expertise (II)
- Planning & Organizing (II)
- Following Instructions and Procedures (II)
- Completion of secondary school education is required, with courses/certifications in business administration, supply chain management, procurement or logistics considered as an advantage.
- Minimum 6 years of progressively responsible administrative and/or supply-related work experience (procurement, supply or logistics) is required.
- Familiarity with UNICEF, UN supply procedures and systems is an asset.
- Fluency in English and local language of the duty station is required