Procurement Officer, NO-1 on Fixed-term appointment, Dushanbe, Tajikistan

The Procurement Service Officer reports to the Administrative/Supply Officer for close general direction and guidance. The Officer is responsible for providing support to Administrative/Supply Officer and colleagues in the CO by administering and executing a variety of professional and technical Procurement Service transactions and processes, applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies and procedures to complete the tasks. Procurement Services Officer is responsible for planning, review of MOU and Cost Estimate, capacity building of national supply chain and logistics systems, and monitoring of supplies, including the GAVI-funded vaccines and cold chain equipment, in support of Country Procurement Services.

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.

Post Title: Procurement Services Officer, NO 1 level on Fixed Term Appointment (FT) (For Tajik nationals only)
Location: Dushanbe, Tajikistan
Closing date: December 20, 2017

BACKGROUND

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does - in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life - in its social, political, economic, civic and cultural dimensions - her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens - addressing inequity - not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

UNICEF, in collaboration with governments and partners, procures supplies and services for children. In Tajikistan, the Ministry of Health and Social Protection (MoHSP) and other partners such as UNDP/Global Fund, UNFPA and WFP use UNICEF procurement services to procure vaccines and related devices, cold chain equipment, ARV, other pharmaceuticals, medical goods, diagnostic tests and micronutrients.

PURPOSE OF THE JOB

The Procurement Service Officer reports to the Administrative/Supply Officer for close general direction and guidance. The Officer is responsible for providing support to Administrative/Supply Officer and colleagues in the CO by administering and executing a variety of professional and technical Procurement Service transactions and processes, applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies and procedures to complete the tasks.

Procurement Services Officer is responsible for planning, review of MOU and Cost Estimate, capacity building of national supply chain and logistics systems, and monitoring of supplies, including the GAVI-funded vaccines and cold chain equipment, in support of Country Procurement Services.

MAJOR DUTIES AND RESPONSIBILITIES

Summary of key functions/accountabilities:

• Support to Procurement Services planning and management
• Monitoring of supplies delivery

1. Support to Procurement Services planning and management

• Effectively manage all Procurement Services activities for the UNICEF Tajikistan Country Office amounting to approximately $5 million per year. Engage with potential new PS partners to create awareness of how UNICEF can provide procurement assistance for their projects and integrate with programmes to achieve results for children, while supporting in capacity building.
• Liaise with UNICEF Programme staff, other UN Agencies and International NGOs on Procurement Services issues relevant to their area of work and leveraging Procurement Services to achieve results for children, including developing a Procurement Services information package for dissemination to potential PS partners.
• Manage ongoing PS transactions in collaboration with UNICEF Supply Division (SD) in Copenhagen. Proactively work with all existing PS partners on supply/procurement planning to ensure that supplies are available in the right place, at the right time, in the right quantities, and at the right quality.
• Ensure that all new PS partners complete the appropriate registration form. Forward completed registration forms to SD CPH for registration of new partners.
• Support to PS partners in planning and forecasting needs during future periods.
• Screen and forward PS requests for Cost Estimate to the appropriate staff in UNICEF SD CPH for processing. Follow-up and respond to any requests for clarifications or further details from SD CPH. Receive all PS cost estimates (CE) from SD CPH and forward to customer for consideration and clarification. Follow-up with partners on all CEs sent to them to enquire if they wish to confirm the order or if they require additional information/clarification.
• Forward all order confirmations to SD CPH for processing. Follow up with partners on transfer of funds to UNICEF bank account in Copenhagen or transfer of funds locally in Tajikistan.
• Receive copy of final statement (original to customer) of accounts from SD CPH and forward to customer. Follow-up on feedback on what the customer wishes to do with the unutilised funds in their favour.
• Closely monitor Gavi supported vaccine and cold chain equipment (including “CCEOP”) procurement managed by UNICEF, including communication and follow-up with Government to ensure timely processing of annual co-financing obligations.

2.  Monitoring of supplies delivery

• Liaise with Supply Division, Copenhagen and freight forwarders on all procurement services issues and timely follow-up on supply delivery. Give feedback to SD on the most economical and timely delivery service by keeping abreast of latest developments in the country.
• In close collaboration with government counterparts and UNICEF country office programme section, support preparation of a deployment plan for the cold chain equipment for the CCEOP. Provide oversight for monitoring of the deployment plan implementation. Works with logistics experts, in-country suppliers / technical agencies and UNICEF country office programme section, to ensure proper installation of the equipment, capacity building of the relevant personnel (through training and follow-ups), and development of a sustainable mechanism for the maintenance / repair of cold chain equipment.
• Undertake field visits to project sites and customer’s sites to check inventory and monitor supplies and to duly report back and assist the supervisor in following up on areas where deviation is noted or needing corrective/supportive action. Work closely with partners to build capacity to undertake ownership of supplies from port of entry.
• Provide customer care follow up on all PS orders after delivery to ensure that UNICEF is providing the best quality service possible. Any complaints on products or services to be formally reported through UNICEF complaints process.
• Ensure that, while providing Procurement Services, UNICEF contributes to capacity building of the relevant government entities responsible for different segments of the supply chain, both at central and subnational level, especially on planning, forecasting and as needed on financing issues. 
• Review material specifications and requirements with partners, countries, the Technical counterparts and Quality Assurance Centre to ensure completeness and appropriateness. Ensures that partners’ claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.

IMPACT OF RESULTS

The ability of Procurement Services Officer to effectively manage and execute segment of procurement services and coordination of all transactions with Supply Division and partners. Providing effective services to partners, 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 partners.

QUALIFICATIONS

1. Education: A first level university degree in Business Administration, Supply Chain Management or other related Economics field is required.
2. Work experience: A minimum of one year of professional experience in supply chain management or procurement is required. Experience in an international organization and/or large corporation is preferred. Experience in a UN system agency or organization some of which served in a developing country is an asset.

Advanced knowledge of Microsoft Office, especially Excel required.

Experience in database packages, web based management systems and ERP systems (preferably SAP financial modules) is an asset.

3. Languages: Fluency in English and either Tajik or Russian is required. 

Competencies

· Communication (I); Working with people (I); Drive for results (II); Analyzing (I); Applying technical expertise (II); Planning and organizing (II); Following Instructions and Procedures (II).

Core Values

Commitment · Diversity and inclusion · Integrity

APPLICATION

The link to review detailed Generic Job Description would be available at the following links: www.untj.org/jobs, www.unicef.org/tajikistan/resources, www.facebook.com/uniceftajikistan.

The candidates, who are interested to apply for the position, should follow the electronic application's instructions at: http://jobs.unicef.org/cw/en-us/job/*****?lApplicationSubSourceID=. It requires the applicant to upload the detailed CV and academic degrees/diplomas. UN candidates should upload at least two latest performance evaluation reports.

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 organization.