ABOUT THE COMPANY:

UNICEF was created with a distinct purpose in mind: to work with others to overcome the obstacles that poverty, violence, disease and discrimination place in a child’s path. We advocate for measures to give children the best start in life, because proper care at the youngest age forms the strongest foundation for a person’s future

JOB SUMMARY

The incumbent of the position, under the supervision of Contract Specialist, P3, #102970, provides responsible assistance for a segment of products. Providing effective services to customers, ensuring accurate and timely processing of sensitive and highly detailed requisitions and requests up to the completion and closure of the order by having an effective collaboration with the different partners. Continuously work on meeting the goals, needs and the requirements of the various customers.

RESPONSIBILITIES

1. Reviews, evaluates, and analyses the incoming supply and service requisitions and requests to ensure quality and adequacy of information, specifications, and appropriateness of requests, quantities, shipment, delivery dates, and budgets. Prepare and draft price and cost estimates for Procurement Services transaction including freight in close contact and partnership with the concerned customers.
2. Reviews material and service specifications and requirements with customers, countries, technical counterparts and Quality Assurance Centre to ensure completeness and appropriateness. Ensures that customers’ claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.
3. Prepares Procurement Services sales orders and service requisitions, monitors and follows up on progress of sales orders to ensure that commitments entered into are met.
4. Issues Purchase Orders and expedites the shipment ensuring the customer and all involved stakeholders are duly informed and consulted.
5. Issues Service Contracts and conducts efficient project management ensuring the services are delivered according to the contractual provisions. Timely follows up and ensures closure of the contracts according to established procedures.
6. Drafts, analyses and prepares international tender invitations. Support in tender announcement, clarifications from bidders and receipt of bids according to established procedures. Assists in commercial evaluation of bids. Assists with preparation of Contract Review Committee submittals.
7. Assists with and prepares Long Term Agreements and Direct Order Arrangements.
8. Monitors the status of Country Office programme and procurement service orders and center specific KPIs. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods.  Transmits all relevant information to customer including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.
9. Assists in preparation and analysis of all information materials including Country and or customer specific reports, updating of databases and management systems for use by HQ, Field Offices or Regional Offices.
10. Contributes to the regular review of business processes, manuals and release note, and divisional and center procedures.
11. Assists in preparation of comprehensive forecast exercise to secure a sustained and uninterrupted supply. Preparation and monitoring of detailed allocations database listing country office forecasts vs. supplier availability.
12. Pursues operational improvements in co-ordination with operational staff in other sections and Country Offices. Provides coaching and training to new staff.
13. Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
14. Maintains order filing in accordance with UNICEF guidelines.
15. Provides support to the centers/country offices at emergencies as applicable.
16. Any other duties or assignments as requested by the supervisor.

REQUIREMENTS

Education

• Completion of secondary education, preferably supplemented by Technical or University level courses in business.

Work Experience

• Minimum six years relevant working experience, preferably in a procurement function, or an administrative function in a commercial working environment.

Languages

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

How to Apply
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Step 2: Click the APPLY FOR JOB button at the end of this job advert.
Step 3: After going to parent website, please read instructions carefully and ensure you apply as soon as possible.

Good luck!