Supply & Logistics Assistant, GS-6, FTA, Kyiv, Ukraine (Open to Nationals of Ukraine only)

Under the supervision of the Supply and Logistics Officer, the Supply and Logistics Assistant provides a broad range of transactional, procedural and administrative tasks in support of the efficient supply and procurement of the country office, ensuring timely and efficient output that is in compliance with UNICEF rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

Purpose for the job

Under the supervision of the Supply and Logistics Officer, the Supply and Logistics Assistant provides a broad range of transactional, procedural and administrative tasks in support of the efficient supply and procurement of the country office, ensuring timely and efficient output that is in compliance with UNICEF rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design.

Key functions, accountabilities and related duties/tasks

• Receives supply requisitions, ensuring accuracy of specifications of items, and confirms availability of funds, obtaining additional information from the programme sections as necessary. Monitors assigned requisitions to ensure completion of procurement actions in a timely manner.
• Obtains quotations, issues invitation to bids to approved and listed suppliers; arranges and participates in bid openings, compiles price tabulations with price ratings and recommendations for order placement.
• Corresponds with Programme Sections/Field Offices and suppliers on supply and procurement matters.
• Generates and compiles a variety of supply reports from vision and monitoring reports from the supply dashboard/other reports.
• Ensures continuous availability of data related to procurement, including forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules. Prepares periodic reports, and ad-hoc reports as needed.
• Ensures monitoring of upcoming deliveries, its timeliness and schedule in cooperation with Warehouse Assistant. Monitors suppliers’ performance. Support QA activities implement by the Supply and Procurement Cluster.
• Maintains effective working relations and contact with the Supply Division, Copenhagen, to confer on supply procurement and shipping policies and procedures.  Advises the country office on policies and procedures impacting on offshore and local procurement and delivery. 
• Maintains supplier database and files with full information, in accordance with UNICEF supply guidelines.
• Prepares Direct Orders (Purchase Orders) against existing Long Term Arrangements (LTA) ensuring that the LTA has valid quantities and lead-time meets requirements.
• Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc.).
• Corresponds with offshore suppliers when required and Copenhagen for standard warehouse items and obtain LPA when required.
• Establishes and maintains a system of contact with customs and port/airport authorities at national ports of entry on the clearance of UNICEF supplies, in keeping with established protocol, assists with customs clearance by preparing necessary documents in cooperation with Customs Clearing Agency and consignee.

Qualifications of Successful Candidate

Education: Completion of secondary school education is required, with courses/certifications in business administration, supply chain management, procurement or logistics considered as an advantage. Bachelor’s degree in Supply, Procurement and or Logistics will be an advantage.

Experience: Minimum 6 years of progressively responsible administrative and/or supply-related work experience (procurement, supply or logistics) is required. Familiarity with UNICEF, UN supply procedures and systems is an asset.

Language Requirements:  Fluency in English and Ukrainian is required. Working knowledge of other UN languages will be considered as an asset.

Competencies of Successful Candidate

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (II)
• Working with People (II)
• Drive for Results (II)

Functional Competencies:

• Analyzing (II)
• Applying Technical Expertise (II)
• Planning & Organizing (II)
• Following Instructions and Procedures (II)

Applications submitted through any other websites, emails or other sources will not be accepted and further considered for this position.  Only shortlisted candidates will be contacted.

While creating your account and filling in your application form, please read the instructions carefully and provide all requested information and supporting documents in order your application is considered for the recruitment case.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.