The Procurement Assistant is responsible for executing a broad variety of standardized procurement tasks in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures.The Procurement Assistant will be responsible for assistance for a segment of products in the Child Survival Centre; providing effective services to customers, ensuring accurate and timely monitoring of shipments up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.
UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.
At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.
Visit our website to learn more about what we do at UNICEF.
For every child, the right to a Calling
UNICEF Supply Division (SD) works to ensure equitable and inclusive access to essential supplies and services for children and their families, in development, humanitarian and fragile contexts. These supplies are critical to saving lives, supporting children’s health and education, and protecting them from abuse, exploitation, and neglect. As the UN’s largest end to end supply chain entity, UNICEF leverages its global reach, market influence, supply chain expertise and partnerships with governments, civil society, private sector, industry, and other stakeholders to meet children’s needs and protect their rights around the world.
SD focuses on three result areas to maximize impact, scale, and effectiveness: strategic procurement; supply preparedness and response in humanitarian and fragile contexts; and supply chain optimization. To facilitate and accelerate progress toward these results, SD employs three change strategies: financing for supply and services, supply chain digitalization and supply chain localization.
How can you make a difference?
The position is located within the Child Survival Centre in Supply Division. Through applied technical, contractual and operational expertise, the Centre supports UNICEF country programmes and procurement services partners. This position is part of the Commercial Unit.
The Procurement Assistant is responsible for executing a broad variety of standardized procurement tasks in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures.
The Procurement Assistant will be responsible for assistance for a segment of products in the Child Survival Centre; providing effective services to customers, ensuring accurate and timely monitoring of shipments up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers.
In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.
Key functions, accountabilities and related duties/tasks:
Under the direct supervision of the Contracts Officer and the overall supervision of the Contracts Specialist, performs procurement activities in compliance with UNICEF Financial Rules and Regulations, the Supply Division Manual, and other applicable procurement policies and procedures, including:
- Reviews and evaluates incoming purchase requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, budgets.
- 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 Transport and Quality Assurance Centre.
- Prepare and draft price and cost estimates for PS transaction including freight.
- Drafts and prepares international tender invitations. Assists with preparation of CRC submittal. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements. Supports contract administration activities, including monitoring supplier compliance with contractual obligations, contract utilization, amendments, validity periods and performance against agreed terms and conditions.
- Monitors the status of Orders and Deliveries with close coordination with SD Transport Centre. Pro-actively follows up on placed orders and deliveries with all parties concerned to ensure timely and safe delivery of goods. Monitors Centre specific KPIs and take necessary actions to comply with KPIs. Transmits all relevant information to customers including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.
- Ensures procurement transactions are processed in accordance with UNICEF policies, procedures and ethical standards, and identifies potential procurement risks for escalation and resolution.
- Conducts market research and analyses supplier markets, pricing trends and sourcing options to support procurement strategies and achieve best value for money.
- Updates databases and management systems for use by HQ, Field Offices or Regional Offices.
- Prepares evaluation of suppliers with respect to delivery performance, quality and commercial acceptability. Maintains effective working relationships with suppliers and supports resolution of commercial and operational issues related to procurement, delivery performance and contract implementation.
- Contributes to the regular review of business processes, manuals and release note, and divisional and Centre procedures. Assist in preparation of forecasting exercise to secure a sustained and uninterrupted supply. Supports procurement planning through analysis of demand forecasts, supply plans, consumption trends and pipeline requirements. Collaborates with internal stakeholders to ensure timely procurement actions and continuity of supply.
- Monitors inventory levels of assigned warehouse stock items and reviews consumption trends, stock coverage, pipeline status and demand forecasts to support uninterrupted product availability. Initiates and manages replenishment procurement actions, including preparation and processing of replenishment Purchase Orders, and coordinates with suppliers, warehouse, transport and planning functions to maintain agreed stock levels and minimize the risk of stock-outs or excess inventory.
- Prepares and analyses procurement, inventory and supply chain performance reports, dashboards and key performance indicators (KPIs) to support operational planning, performance monitoring and management decision-making.
- Supports emergency procurement and supply operations by prioritizing and expediting procurement actions and deliveries to meet urgent programme and humanitarian requirements.
- Maintains order filing in accordance with UNICEF guidelines.
- Any other duties or assignments as requested by the supervisors.
If you would like to know more about this position, please review the complete Job Description here:
JD - Procurement Assistant_G5_138285.pdf
To qualify as an advocate for every child you will have…
Minimum requirements:
- Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
- Work Experience: A minimum of 5 years of progressively responsible administrative or clerical work experience is required.
- Skills: Collaboration, Problem Solving, Procurement Management, Digital Skills, Contract Administration, Order Monitoring
- Language Requirements: Fluency in English is required.
Desirables:
- Language: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.
- Communication, Process Improvement, Supply Planning
- Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
For every Child, you demonstrate...
UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
The 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
Familiarize yourself with our competency framework and its different levels.
UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.
UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.
UNICEF does not hire candidates who are married to children (persons under 18). 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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments are conditional on the selected candidates willingness to comply with current or future vaccination requirements, should UNICEF mandate it for personnel. Failure to comply with such requirements, where applicable and without a duly approved medical exemption from the relevant UN authority, will result in the cancellation of the selection or may lead to other administrative measures, including separation from service.
Remarks:
As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable candidates are encouraged to apply.
Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.
Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.
Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category. Applicants must be nationals of Denmark or another EU country or hold a valid work permit.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
Additional information about working for UNICEF can be found here.