Contracts Assistant, G5 FTA, PSB UNFPA, Copenhagen,Denmark

1. Organizational 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 Contracting Associate and Procurement Specialist of PSB Strategic 
Procurement Clusterª, and performs contracting activities in accordance to the organization's 
mandate, financial rules and regulations, and procurement procedures of UNFPA. 
The contracting activities encompass procurement/solicitation, purchase order issuance, 
contracting, and contract management of institutional goods and services supplied for UNFPA's 
programs and operations. Additionally the incumbent might provide support to the implementation 
of key PSB/UNFPA projects.

PSB Strategic Procurement Cluster consists of Contracting Team and Headquarters Procurement Team. The position is located in 
Contracting Team.

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 general direction of the Contacting Associate and 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 operations
• Administer supplier management activities
• Support the organization's procurement capacity development
• Perform other duties as required

Major Activities/Expected Result

1) Manage cost-effective procurement processes and establish contracts and long-term 
agreements in support of UNFPA operations:

• Establish and manage solicitation processes throughout the entire procurement cycle, 
  including: 
  preparation of tender documents; 
  ensuring compliance with document submission requirements; 
  tender issuance, including the corresponding bid opening reports; 
  review of technical evaluation reports for compliance with technical evaluation 
  criteria and proper justification of scores; 
  financial and final evaluation of technically qualified offers; 
  review & presentation of submissions to UNFPA's Contracts Review Committee; 
  contract negotiation, issuance & management, and; 
  follow-up with HQ focal points on vendor performance evaluation;

All above activities should be done in accordance with UNFPA's Procurement and 
Financial Policies, Rules, and Regulations.

• Enter and manage when necessary information of products and/or services in the ERP/Atlas 
  system;
• Liaise with other UN agencies to obtain information on existing LTAs and contracts available 
  for use, which meet UNFPA requirements.
• Manage the piggybacking process if required in accordance to UNFPA's business 
  needs.
• Collaborate with other UN Agencies or other partners on joint market exploration
• Work with internal stakeholders to understand procurement needs and take the lead to 
  establish new LTAs in support of UNFPA programs and operations.
• Coordinate procurement planning for HQ units,
• Review and assess fair market value of in-kind donations
• Perform various tasks in UNFPA's current ERP system as needed, including e-tendering, and 
  data entry in the contract management module
• Issue purchase orders in accordance with UNFPA's Procurement and Financial Policies, 
  Rules, and Regulations at the request of HQ units.
• Identify trends of procurement and contract requirements through analysis of procurement 
  statistics.
• Represent UNFPA in inter-agency initiatives, including but not limited to UN Harmonization 
  Group and UN Vendor Sanction working group
• Provide guidance on procurement-related issues to HQ units and ensure adherence to non- 
  procurement policies as far as they affect procurement, including but not limits toPolicy for 
  Duty Travel, Hospitality & Events Policy, Policy and Procedures for Fixed Asset Management, 
  Financial Regulations and Rules

2) Administer supplier management activities:

• Assist in the development of Key Performance Indicators (KPIs) for different contracts/long- 
  term agreements.
• Manage supplier performance for HQ units based on feedback provided by the units.
• In collaboration with HQ focal points from the units, liaise with internal stakeholders and 
  suppliers as required. In particular, investigate and follow up on any chronic issues to 
  ensure compliance with contract conditions and customer satisfaction; provide advice, 
  support to HQ focal points from the units on any contractual related problems, negotiate 
  with suppliers to resolve the problems if needed.
• Manage an active supplier and contract base in support of UNFPA procurement 
  requirements.
• Work together with other UN Agencies to efficiently manage joint suppliers.

3) Support the organization's procurement capacity development:

• Contribute with regular inputs for the improvement of UNFPA procurement procedures and 
  SoPs.
• Provide training on UNFPA's Procurement Procedures and practices to HQ units, specifically 
  targeting Contracts Review Committee members, and HQ procurement focal points.
• Develop training materials, organize and conduct training on procurement procedures, tools 
  and practices where applicable.
• Develop and maintain contracting document templates.
• Liaise with other UN and external organizations to share knowledge, policies and practices 
  to update industry information.
• Contribute and ensure timely support to PSB's business processes and related internal 
  audits, assessments/audits carried out by third party stakeholders, metrics, process 
  improvement and documentation.
• Represent UNFPA in Business Seminars, inter-agency workshops and other events as 
  required

4) Perform other tasks and duties as required.

Work Relations

Establishes and maintains effective and professional contact with UNFPA internal stakeholders at 
every level, particularly HQ Divisions, Branches and the Japan and London Liaison offices, PSB 
Regional Teams, PSB's IT and PSB's Finance Team. 
Establish and maintain effective and professional working relationships with external stakeholders, 
including Suppliers and other UN agencies.


Qualifications and Experience

Education:

Completion of Secondary education in required.

University degree with a focus on business administration, international relations, international development studies, political science, economics, auditing, procurement, project management and logistics or related fields would be desirable, but not a requirement.


Knowledge and Experience:

Minimum 5 years of related work experience is required. Note that an Advanced University degree (or equivalent: i.e. CPA, ACCA, Jurist Doctor, etc.) in Public Health, Procurement, Public and Business 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 an advantage. 
Experience with UN procurement, finance and contracting regulations and procedures is an advantage. 
Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex category management is an advantage. 
Experience in working in team and leading team projects is highly desirable. 
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 an advantage.


Languages:

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

Required Competencies

Values: 
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

HOW TO APPLY:

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 Contracts Assistant, G5 FTA" should be submitted not later than 1 August 2019 at 24:00 (Copenhagen time) via email to: psb.vacancies@unfpa.org.

The Personal history form can be downloaded from: www.unfpa.org/resources/p11-un-personal-history-form

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.