Job description
The Position:
The Procurement and Logistics Associate is located in the UNFPA Country Office (CO), to support effective Country Programme and project delivery addressing immediate humanitarian needs, supporting national capacity building and ensuring an integrated continuum approach across the humanitarian-development nexus.
Under the direct supervision and guidance of the Supply Chain Specialist, the position supports the efficiency, effectiveness, and integrity of the overall supply chain function, and is responsible for the execution and coordination of procurement and logistics activities. The Procurement and Logistics Associate ensures the delivery of transparent, efficient, and compliant procurement services and processes within the Country Office, while promoting a client-focused, quality, and results-oriented approach to support effective programme implementation and humanitarian assistance.
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 strategic plan (2026-2029), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
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.
Job Purpose:
The Procurement and Logistics Associate plays a vital role in supporting the effective implementation of procurement and logistics activities essential to the UNFPA Country Programme in Ukraine. As part of the Supply Chain team, the incumbent provides quality operational support to internal and external clients and ensures the delivery of efficient, compliant, and client-oriented procurement and logistics services, grounded in a strong understanding of applicable rules, procedures, and guidelines.
You would be responsible for:
A. Ensure effective procurement services for the Country Office
- Support the preparation, consolidation, monitoring and follow-up of procurement plans in coordination with requesting units.
- Provide guidance to requestors on specifications, terms of reference, procurement methods, documentation requirements and timelines.
- Draft and process solicitation documents for goods and services, including Requests for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), and support bid clarification processes in line with UNFPA rules and procedures.
- Support bid opening, evaluation and award recommendation processes, including preparation of submissions to relevant review and approval authorities whenever applicable.
- Conduct market research and supplier sourcing to strengthen the supply base and support value for money, timely delivery and business continuity.
- Create and process vendor records, requisitions, purchase orders and other procurement transactions in the UNFPA ERP system, ensuring completeness and accuracy of data.
- Coordinate with suppliers and internal stakeholders on order execution, delivery schedules, contract amendments, invoice processing and other follow-up actions.
- Monitor supplier and contract performance, including on-time delivery, quality, communication and commercial acceptability, and support vendor performance reporting.
- Maintain the services of joint long-term agreements (LTAs) and support Memorandums of Agreement (MOAs) with other UN organizations for common procurement arrangements.
- Ensure that all procurement actions are carried out in full compliance with UNFPA procurement policies, procedures, templates and internal control requirements.
- Ensure a complete audit trail of documentation is maintained for each procurement process.
B. Support logistics management and supply chain operations
- Support day-to-day logistics operations, including the receipt, inspection, storage, transportation and distribution of goods and supplies, in accordance with UNFPA policies, procedures and internal control requirements.
- Coordinate customs clearance and related documentation for international shipments with customs brokers, shipping agents, warehouse providers and relevant internal stakeholders.
- Ensure accurate and timely documentation and data entry in the Ukrainian Humanitarian Aid System, including required updates and periodic reporting.
- Support the management of UNFPA inventory and stock levels through regular inventory updates, stock monitoring, expiry tracking and reconciliation with physical counts.
- Prepare, review and maintain logistics and distribution documentation, including receiving and inspection reports, delivery notes, shipping documents and other supporting records required to maintain a complete audit trail.
- Maintain timely and accurate recording of inventory movements and locally procured goods transactions in designated tracking systems, including shipment tracker system ( Quantum+) .
- Coordinate warehousing and distribution arrangements with warehouses, field offices, implementing partners and other recipients to ensure timely and proper transfer of goods.
- Support the planning and execution of distributions, inter-agency convoy requests and other humanitarian logistics movements, including related preparation, coordination and documentation.
- Support Last Mile Assurance and other monitoring activities related to supplies, warehousing, distribution and end-use tracking.
- Coordinate the documentation and follow-up of discrepancies, losses, damages, returns and disposal of expired or damaged goods, in line with applicable procedures.
- Undertake any other duties assigned by the supervisor to support the efficient functioning of the supply chain unit and the achievement of organizational objectives.
Qualifications and Experience:
Education:
- Completed Secondary Level Education required. First level university degree in business or any other relevant field is preferable.
Knowledge and Experience:
Six (6) years of relevant experience in procurement, logistics and administration with humanitarian/development agencies.
- Experience in the usage of MS Office (Word, Excel) and advanced knowledge of spreadsheet and database packages.
- Strong knowledge of public procurement and logistics procedures and best practices.
- Knowledge of legal aspects of contract management is an asset;
- Prior experience with the UN Agency or International Organization in the field of procurement and logistics is desirable.
- Familiarity and experience with Quantum or other ERP systems would be an asset.
Languages:
- Exceptional command of the English language and fluency in Ukrainian and/or Russian languages.
Required Competencies:
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN System
- Embracing cultural diversity
- 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:
- Managing the organization’s financial resources
- Providing supply chain activities
- Ensuring facilities and assets management
- Providing logistical support (knowledge of INCOTERMS-2010 is required)
- Managing data.
- Managing documents, correspondence and reports
- Managing information and work flow.
- Planning, organizing and multitasking
- Supporting financial data analysis
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary, health insurance and other benefits as applicable.
No hard copy applications will be accepted. Only short-listed applicants will be acknowledged.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.