Procurement Assistant, GS-5, #96126, Vaccine Centre, Supply Division, Copenhagen

The Vaccine Centre at UNICEF Supply Division in Copenhagen is looking for a dedicated Procurement Assistant to support the team.

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, access

UNICEF's supply and logistics headquarters - Supply Division - is located in Copenhagen, which is also home to the largest humanitarian warehouse in the world. About a half of the 1000 colleagues are housed in Supply Division, Copenhagen with areas of expertise including logistics, procurement, warehouse management, product innovation, market insights, finance, pharma, nutrition, vaccines, cold chain and health technologies and engineering. Over 1000 colleagues work in the Supply Function across 97 countries and 173 offices and form the Supply Community.

Vaccine Center (VC) is part of the Supply Division which leads global contracting and procurement of vaccines to ensure vaccine security (uninterrupted supply of affordable and quality assured vaccines) thereby reducing child mortality caused by vaccine preventable diseases. The Vaccine Center contributes to the achievement of the Sustainable Development Goals (SDGs) through increasing timely availability of life saving, vaccines for all children. To meet these objectives, the Vaccine Centre contracts directly with vaccine suppliers and collaborates closely with global health partners.

The position is placed in the Vaccines Introductions Unit (VIU) within the Vaccine Centre (VC). Under the guidance of the Contracts Specialists, the incumbent will provide contractual support and ensure accurate and timely completion of procurement transactions. He/She will provide effective services to country offices/clients and coordinate with suppliers and other units within the organization up to the completion and closure of purchase orders. The incumbent will also support the Contracts Specialists with coordination, preparatory work and planning to facilitate access to pipeline products upon WHO Prequalification.

https://www.youtube.com/watch?v=1xbI9J2ASfw https://www.youtube.com/watch?v=NNrjmMywfzk

How can you make a difference?

Under the supervision of the Contracts Specialist, the Procurement Assistant will be responsible for assistance for a segment of products. Providing effective services to country programs and Procurement Services clients, ensuring accurate and timely processing of Requisitions and requests up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers.

In more detail:

Main Duties/Responsibilities:

1. Reviews, evaluates, and analyse as necessary the incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, and budgets. In collaboration with the concerned partners prepare and draft price and cost estimates for the PS transaction including freight.

2. Reviews material specifications and requirements with customers, countries, the 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 Decision Letter Projects (DLPs), Cash transfer Notices (CTNs), Sales Orders (SOs) and Purchase orders (POs), in line with the relevant divisional procedures. Prepares purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.

4. Drafts, prepares, and provides advice as applicable to the international tender invitations. Assists with preparation of CRC submittals. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.

5. Monitors the status of GAVI, the Vaccine Alliance funded 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.

6. Updating of databases and management systems for use by HQ, Field Offices or Regional Offices.

7. Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.

8. Maintains order filing in accordance with UNICEF guidelines.

9. Provides support to centres/Country offices as applicable during emergencies.

10. Any other duties or assignments as requested by the supervisor.

To qualify as a Champion for every Child you will have…

Required:

• Valid work permit for Denmark (at the time of submitting the application).
• Completion of secondary education with additional training in business.
• A minimum of 5 years of relevant experience, preferably in a procurement function/an administrative function in a commercial working environment.
• Fluency in English.

Desirable:

• Proficiency in another UN language (Arabic, Chinese, French, Russian, Spanish)

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://www.unicef.org/careers/getprepared#Values  

UNICEF competencies required for this post are… (1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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:

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

This Vacancy Announcement is open to all (internal and external candidates)

The closing date of this position is 7 April 2024

Please be informed that all applications to UNICEF are handled via UNICEF's online recruiting system. You can apply to the above position by creating your profile, and application at our web site: https://jobs.unicef.org/en-us/listing/  

Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process.  Queries can be directed to Louise Pedersen at lpedersen@unicef.org.

Visit us at www.unicef.org/supply/