Re-advertisement: Contracting Assistant, G5 TA, 364 days, UNFPA PSB, Copenhagen, Denmark (2 positions)

This vacancy announcement is covering two similar positions:

1. Contracting Assistant for non-core goods

2. Contracting Assistant for contraceptives

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Organisational location**
The Contracting Assistant position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to the Contract
Management Analyst of PSB Strategic Procurement Cluster.
The incumbent performs contracting activities in accordance to the organization’s mandate,
financial rules and regulations, and procurement procedures of UNFPA. The contracting activities
encompass procurement, contracting, and contract management of non-core institutional goods and services supplied for UNFPA’s programs, operations and external clients.
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Job purpose:**
In direct support of UNFPA’s strategy to achieve the ICPD/MD Goals and ensuring the effective and efficient implementation of procurement processes, the incumbent will be required to provide the following services under the direct supervision of the Contract Management Analyst/Contracting Associate and overall guidance of the Procurement Specialist of PSB Strategic Procurement Cluster: Manage cost-effective procurement services in the area of contracts and long term agreements in support of UNFPA’s programmes and operations
Administer supplier management activities
Support the organization’s procurement and logistics capacity development

Perform other duties as required
Major Activities/Expected Results

1) Manage cost-effective procurement services in the area of contracts and long term agreements in support of UNFPA’s programmes and operations:

 Manage long term agreement(LTA) process throughout the entire procurement cycle, including needs definition, specifications development, market research, prequalified supplier list maintenance, preparation of tender documents coordinating the relevant stakeholders, tender issuance, coordinate evaluation of offers, presentation to the Contracts Review Committee, contract issuance, and vendor performance evaluation, in accordance with UNFPA’s Procurement and Financial Policies, Rules, and Regulation.
 Ensure information of products and services is updated in the ERP/Atlas system; ensure the update is communicated to clients, donors and other interested parties.
 Liaise with other UN agencies to obtain information on existing LTAs and contracts available for use to meet UNFPA requirements. Manage piggyback process if required in accordance to UNFPA’s business needs.
 Collaborate with other UN Agencies or other partners on joint market exploration and joint
sourcing Work with other internal stakeholders to understand procurement needs, and take the lead to establish new LTAs in support of new programmes. Maintain close communication with QA and TD on products update and take active participation in communication units activities.
 Administer, execute and coordinate full contracting activities related to UNFPA mandate
commodity and service categories
 Collect production capacities and product registration status
 Ensure procurement plans are complete and used in communications and planning with key suppliers.
 Manage spend analysis, market research, cost analysis, price indicator, saving logs and supply
positioning of core commodities and services.
 Manage effective negotiations with suppliers
 Establish in-kind donation agreement in line with the result of negotiation with suppliers
 Ensure, coordinate and perform Atlas related tasks such as E-tendering, data entry in Contract Management Modules and Procurement Modules in an efficient and timely manner

2) Administer supplier management activities:

 Administer supplier and contract management activities, including establishing key performance indicators (KPIs) and service level agreements (SLAs) to measure suppliers’ performance, conduct supplier performance evaluation, organize performance feedback and improvement, develop new suppliers.
 In collaboration with PSB buyers, liaise with customers and suppliers to investigate and follow up on any chronic issues to ensure compliance with contract conditions and customer
satisfaction. Provide advice, support to buyers on any contractual related problems, negotiate with suppliers to resolve the problems if needed.
 Maintain an accurate and active product, supplier and contract base in support of UNFPA
procurement requirements.
 Develop and implement supplier management strategy and strategic sourcing in relation with supply positioning analysis and spend report analysis.
 Carry out supplier monitoring visits and support on factory inspections
 Ensures and coordinates review, updates and maintenance in key contract management tools

3) Support the organization’s procurement and logistics capacity development:

 Contribute with regular inputs for the improvement of UNFPA procurement procedures and SoPs.
 Provide information, advice, and guidance on all aspects of procurement including commodity types, procurement activities, processes, and procedures to UNFPA personnel, co-operating agencies and recipient programs. Develop training curriculum, organize and conduct training on procurement procedures, tools and practices where applicable.
 Liaise with other UN and external organizations to share knowledge, policies and practices to update industry information.
 Contribute to UN Procurement Reform through joint sourcing, resource sharing initiatives
 Contribute and ensure timely support to PSB's ISO processes and related internal audits,
assessments/audits carried out by third party stakeholders, metrics, process improvement and documentation.
 Ensure appropriate review and timely approval of purchase orders delegated in accordance to internal control matrix
 Represent UNFPA in Business Seminars, meetings with donors and other events as required

4) Perform other tasks and duties as required

Education:

• Completion of secondary education is required, preferably with a focus on business administration, economics, procurement and logistics or related fields.

• University degree with a focus on business administration, procurement, project management and logistics or related fields would be desirable, but not a requirement Knowledge and Experience:

• Five years of relevant work experience 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.

• Experience in international, public procurement or contracts and supplier management is highly desirable.

• Experience in managing bid processes to set up long term agreement for complex products and/or services; experience in item and category management is desirable.

• Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.

• Knowledge of global health and pharmaceutical market and stakeholders is an asset, especially in regards to sexual, reproductive and maternal health.

• Knowledge of UNFPA’s mandate is an asset.

• Knowledge of UNFPA’s donor community and the Reproductive Health Supplies Coalition is an asset.
• Knowledge of legal aspects of contract management is an asset
• Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), Atlas (PeopleSoft or alternatively Oracle), E-filing system and other software applications is required.

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:

• Providing logistical support

• Managing documents, correspondence and reports

• Managing information and work flow

• Planning, organizing and multitasking

• Supporting financial data analysis

• Technical expertise

Languages:

• Fluency in English is required
• Knowledge of other UN languages an asset