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Procurement Assistant, G5 FTA, UNFPA PSB Copenhagen, Denmark

Copenhagen (Denmark)

  • Organization: UNFPA PSB - United Nations Population Fund, Procurement Services Branch
  • Location: Copenhagen (Denmark)
  • Grade: ICSC-5 - Administrative support
  • Occupational Groups:
    • Procurement
  • Closing Date: 2019-08-01

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1. Organizational Location

The Emergency Procurement Assistant shall be part of the Inventory/Humanitarian Unit with the UNFPA Procurement Services Branch and shall work under the supervision of the Demand Planner/Inventory Associate. The Emergency Procurement Assistant works in close collaboration with the operations, programme and projects staff in the Country Offices (COs) and UNFPA Headquarters (HQs) staff for ensuring prompt delivery of Emergency RH kits to the field.

  1. Job Purpose

The Emergency Procurement Assistant contributes to the management of the Emergency Reproductive Health (ERH) Kits procurement orders received from both internal and external clients by following the UNFPA procurement policies and procedures and standard operating procedures for ERH Kits procurement process. The incumbent ensures quality of the services provided to the clients by providing timely follow up on their requests. The Emergency Procurement Assistant manages the inventory of one of the products held in stock by UNFPA and ensures that no stock-outs and write-offs are incurred by UNFPA. The incumbent also conducts high-value emergency procurement cases.

  1. Major Activities/Expected Results

In accordance with UNFPA rules, procedures, and systems, the position:

1). Conduct procurement and customer order management of Emergency Reproductive Health Kits and ensure timely delivery to the field in humanitarian settings.

Provide advice and guidance on procurement processes and procedures on procuring of Emergency Reproductive Health kits to UNFPA Country Offices and External customers; 
Upon receiving clear firm orders from clients, obtain freight quotations and prepare cost estimates within maximum 48 hours for clients' approval; 
Handle TPP requests from external customers from the pre-ordering stage to issuance of purchase orders, delivery to country and vendor performance evaluation. Issue Cost Estimates or Proforma Invoices in the Order Management System (OMS). Follow-up on the acceptance of Proforma Invoice and Order Confirmation. Monitor the delivery of the purchased goods from the stage of PO issuance to the in-country delivery. Liaise with the Finance Team to ensure funds are properly applied and follow-up on issues related to payment of final invoices, when applicable; 
Identify solutions for challenges and problems which might occur during the procurement process; 
Communicate with the customers and ERH Kits suppliers as well as the LTA Freight Forwarders on the best mode of shipment suitable for their order: air, sea or truck, partial, split or full shipments; 
Advise customers on contents of ERH kits and potential challenges that might occur at in-country import and further during in-country distribution; 
Work with customers and suppliers on obtaining the required set of shipping documents, including quality certificates, donation letters and etc. in order to ensure smooth receipt of import permits; 
Authorize shipments per the agreement with the clients and issue Inventory Orders, Pick Plans and Freight POs in ERP in accordance with the freight quotations received from the suppliers and/or freight forwarders within 24 hours; 
Ensure that customers timely receive the shipping documents and other relevant documents that will enable them to successfully proceed with customs clearance; follow-up on deliveries with both suppliers and clients; 
Record stock depletion and process invoice payments in ERP; 
Monitor and evaluate the performance of suppliers with respect to on-time delivery, communication, quality and commercial acceptability; 
Accurately record in CRM e-filling system all communication on the on-going ERH kits orders in order to ensure institutional memory. Maintain and track the status of all procurement cases using the Smartsheets (or other electronic system); 
Cooperate with the Demand Planner/Inventory Associate by providing information on the existing demand for ERH kits; 
Monitor and evaluate the ERH kits suppliers' performance using the UNFPA Vendor Management Tool; 
Negotiate with suppliers on cases of late/non-deliveries, damaged or non-compliant deliveries and other relevant issues; 
Manage insurance claims; 
Cooperate with the Global Logistics Cluster and/or other UN Agencies and humanitarian partners on humanitarian deliveries; 
Conduct webinars on ERH kits procurement and logistics; 
Establish country specific strategies for country offices who face sever and constant challenges with ERH kits procurement and import; 
Cooperate with Strategic Procurement Cluster (Medical Devices, Pharmaceuticals and Contraceptives teams) as well as the Quality Assurance Unit in relation to the ERH kits components and cases when ERH Kits suppliers cannot/do not meet the LTA requirements;

2). Conduct tenders for Emergency Procurement related to humanitarian response

Conduct tenders for humanitarian response in accordance with the Emergency Procurement Procedures on behalf of country offices; 
Consult with requestor on specifications, advise on best practices and initiate procurement process; 
Conduct market research to identify potential suppliers for goods and services to be procured in the specific humanitarian crisis; 
Debrief unsuccessful bidders, if required and resolve issues and problems that may arise as a result of disqualification;
Review and submit cases to the Emergency Contracts Review Committee when applicable; 
Provide guidance and assistance in emergency procurement, including Emergency Procurement Procedures for country offices conducting procurement locally;

3). Manage UNFPA inventory

Monitor inventory levels of the assigned stock product held by suppliers or elsewhere on behalf of UNFPA, and ensure that supplier information agrees with information available in UNFPA's ERP system and/or other UNFPA inventory management and order systems; 
Investigate any discrepancies between supplier and UNFPA data, and recommend corrective action as necessary; 
Update records to reflect inventory movements: receipts and issues; 
Ensure replenishment POs for stock are issued timely in order to ensure availability of stocks 
Issue POs for 3rd party miscellaneous charges for Inspection, Sampling and Testing of stock items; 
Monitor remaining shelf life of products and advise relevant PSB Country Focal Point of stock approaching the critical dates for shipment to ship goods before shelf life limits; 
Report the monthly value of stocks to UNFPA's global insurance provider, and ensure an optimal flow of info between suppliers and insurance provider; 
Closely work with the PSB Strategic Procurement Cluster and the LTA suppliers on implementation and management of the LTAs for the products kept in stock as well as provide training for any of the new suppliers holding inventory on behalf of UNFPA; 
Closely work with the Quality Assurance Unit of PSB on any quality issues related to the products kept in stock; 
Monitor and evaluate the ERH kits suppliers' performance using the UNFPA Vendor Management Tool; 
Cooperate with the PSB Country Focal Points for inventory order management; follow-up with PSB Country Focal Points on stock bookings; issue the Pick Plans for suppliers' authorization for dispatch from stock;

4). Perform other job related duties as assigned

Serve as a facilitator or contribute to learning materials production incl. Standard Operating Procedures (SOP) or other internal documents; 
Provide input and test the Inventory Module of the UNFPA's ERP system when customizations are required; 
Provide input and test the CRM system; 
Provide direct training to country office staff on secondment at PSB as well as PSB new staff on issues related to ERH kits and procurement from stock; 
Provide support to the UNFPA Humanitarian and Fragile Context Branch on the tools developed for COs in relation to Emergency Funding, Fast Track Procedures etc; 
In the absence of the Team Lead support the team members with guidance on inventory management and ERH kits procurement;

  1. Work Relations

The Emergency Procurement Assistant shall carry out the tasks in cooperation with the existing Team members. The incumbent shall maintain collaborative relationships with the PSB Demand Planner/Inventory Associate, the Country Focal Points of the PSB Regional Teams as well as with the staff from the UNFPA Country Offices and related Humanitarian staff in UNFPA NY (Humanitarian and Fragile Contexts Branch and Commodity Security Branch), WHO Geneva and other external partners, etc.

  1. Job Requirements


Secondary education is required. 
University degree with a focus on business administration, procurement, project management and logistics or related fields would be desirable, but not a requirement. 
Procurement certification such as CIPS or similar is advantageous.

Knowledge and Experience:

Five years of relevant work experience such as procurement, supply chain management, inventory management, logistics or project management is required.

Note that an Advanced University degree (or equivalent: i.e CPA, ACCA, Jurist Doctor etc) in Procurement, Supply Chain Management/Logistics, Commerce, Business Administration, Public Administration in combination with 3 years of relevant work experience may be accepted in lieu of 5 years of experience.

Working knowledge of MS Office (particularly Excel) is a strong advantage. 
UN common system experience is an advantage. 
Familiarity with the basic procurement and financial framework and procedures of UN is an advantage. 
Familiarity with medical and/or pharmaceutical products is an advantage. 
Experience in humanitarian response is an advantage. 
Knowledge of ERP Atlas, CRM is an advantage.


Fluency in written and spoken English is required 
Knowledge of another UN official language is desirable

Required Competencies:

Exemplifying integrity, 
Demonstrating commitment to UNFPA and the UN system, 
Embracing cultural diversity, 
Embracing change

Functional Competencies: 
Providing logistical support 
Managing documents, correspondence and reports 
Managing information and work flow 
Planning, organizing and multitasking 
Supporting financial data analysis 
Technical expertise

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


UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.

We offer an attractive salary, subsidized medical/dental insurance and pension benefits. This is a fixed-term appointment for an initial period of one year, with possible extensions subject to performance and funding.

Possibility for Roster.

Applications in English (including letter of interest and completed/signed UN Personal History Form (P11) stating "Application for the position of Procurement Assistant in Emergecy team, G5 FTA" should be submitted not later than 1 August 2019 at 24:00 (Copenhagen time) via email to:

The Personal history form can be downloaded from:

Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview.

Please note that the selected candidate must have a valid residence and working permit in Denmark or in any of the countries belonging to the European Union. In case of equally qualified candidates, candidates with working permits in Denmark will be given preference.

UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest.

The UN City is a smoke-free work environment.

There is no application, processing or other fee at any stage of the application process.

UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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