Senior Procurement Associate – UNICEF

Job Description

Job no:	551411
Contract type:	Fixed Term Appointment
Level:	G-7
Location:	Sudan
Duty Station:	Khartoum
Categories:	Supply Management
Advertised:	31 May 2022 E. Africa Standard Time
Deadline:	14 Jun 2022 E. Africa Standard Time

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.

For every child, www.unicef.org/sudan

Sudan, surrounded by the Central African Republic, Chad, Egypt, Ethiopia, Eritrea, Libya and South Sudan, positioned next to East, West, South and North Africa, is surrounded by complex conflicts in an unpredictable, volatile and rapidly evolving region. Sudan is by size the third biggest country in Africa, with a diverse population of around 42 million people. Sudan’s children make up half of the total population, and the past two decades have seen their lives significantly improve: fewer girls and boys are dying before their fifth birthday, primary school attendance is increasing, immunization coverage is high and the country remains polio free. Still, millions of children continue to suffer from protracted conflict in Darfur, the Kordofans, and Blue Nile, from seasonal natural disasters, malnutrition and disease outbreaks, and from under-investment in basic social services. More than three million of Sudan’s school aged children are not in the classroom. UNICEF has been in Sudan since 1952 and continues with a presence in 12 of Sudan’s 18 states.

How can you make a difference?

The Senior Procurement Associate performs highly skilled work on UNICEF supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the senior GS level for more specialized supply chain work and requires advanced knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for Associates to lead

and carry out responsibility for end to end supply chain management from the beginning to the end of

the process and provide input into the design and development of improved supply chain services and

delivery mechanisms.

The position can involve supervisory responsibility of others or in some instances be non-supervisory if highly technical.

Key functions, accountabilities and related duties/tasks

Supply Chain Service Delivery and Response

Planning:

· In consultation with supervisor, provide input to the Country Programme Action Planning and advise

on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the

forecasting, planning, implementation, monitoring and evaluation of the supply chain operations,

including establishment of performance indicators, and assessment of fit for purpose and end-user

verification/monitoring of products and services.

· Support supply and logistics emergency preparedness and response activities including

establishment of Long-Term Arrangements (LTAs), Procurement and Logistics Capacity

Assessment and Contingency Plan update, and pre-positioning of stock.

Procurement/contracting: (specialized)

· Provide input to and advice on the annual supply plan. Conduct data review and analysis for

category management and development of procurement strategies. In collaboration with supervisor,

develop procurement management strategies and best practices which help to strengthen supply

chain systems which significantly contributes to Programme results. Conduct market research in

relevant areas for UNICEF and advice on best approaches to obtain best value for money and

sustainable procurement. Support product innovation and market shaping initiatives for specific

categories of supplies and services.

· Liaise with clients in planning procurement and contracting initiatives, supporting development of

appropriate specifications, terms of reference, and logistics arrangements and timelines. Identify

opportunities to strengthen sustainability of supply chains.

· Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement

requisitions as might be required. In consultation with supervisor, review and provide inputs on

Terms of References for service contracting and specifications for goods. Review technical

evaluations to ensure equal assessment of suppliers and that scores are commensurate with

comments. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and

Requests for Proposals (RFPs), as might be requested by the Supervisor. Organize bid openings

and conduct technical and financial analysis of offers as might be required, as well as coordinate

sample evaluations and supplier sites inspections. Conduct pre-bid meetings, clarifications and

negotiations with suppliers and contractors. Maintain highest level of integrity, ethical standards and

accountability in the procurement of goods, contracting of services and construction work. Support

potential suppliers to register through the United Nations Market Place platform (UNGM).

· Prepare requests for award including submissions to Contract Review Committee. Prepare

purchase orders and Institutional Services contracts in SAP (ERP – Enterprise Resource Planning

system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF

systems.

· Keep stakeholders/partners informed on the progress. Liaise with suppliers and contractors,

ensuring timely follow-up on delivery schedules and coordinate quality assurance inspections.

Implement appropriate vendor management practices e.g. supply performance reviews. Monitor

expiry of contracts and take timely action for renewal and/or closure.

· Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

· Prepare procurement and supply reports (open SO, PR and Institutional Services Contracts), goods and services delivery reports. Conduct procurement analysis and provide inputs to reporting to management and programme colleagues on procurement status, timelines, trends and KPIs. In-country logistics: (specialized)

· Provide logistics input to the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity, warehouse security and warehouse handling services) and different delivery mechanisms. Advise on budget requirements for various delivery modalities and ensure establishment of budget with clients.

· Liaise with supply colleagues as well as clients and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.

· Provide specialized support in the area of logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.

· Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and support contracting of such service providers including establishment of KPIs and performance monitoring mechanisms. Liaise closely with service providers to ensure smooth flow of supplies into the country and through in country logistics delivery modalities.

· Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor. Warehousing and inventory management: (specialized)

· Manage UNICEF central and peripheral warehouse facilities and operations in line with UNICEF policies and procedures. Assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to supervisor. Assess new warehouse facilities when required. If necessary, implement and organize new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wiik-Halls/Rub Halls).

· Maintain appropriate warehousing and inventory management processes in support of the country programme implementation. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained.

· Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.

· Supervise receipt of consignments and dispatch of supplies.

· Prepare stock reports. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee. · Support Warehouse and Inventory assessments and capacity building of partners and counterpart

 Senior Procurement Associate.doc

To qualify as an advocate for every child you will have…

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, logistics, business administration, contract/commercial law, or another relevant technical field
• Experience: A minimum of 7 years of progressively responsible experience in supply chain management or a commercial context is required. Understanding of development and humanitarian work is an advantage.
• Language Requirement: Fluency in English and Arabic is required. 

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

The UNICEF competencies required for this post are…

To view our competency framework, please visit here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

* Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

** Qualified female candidates are strongly encouraged to apply

*** Candidates identified as suitable in this process but not appointed to this post may be included in the relevant talent group and contacted for similar employment opportunities with UNICEF Sudan. 

Advertised: 31 May 2022 E. Africa Standard Time
Deadline: 14 Jun 2022 E. Africa Standard Time