Contracts Specialist, P3, Jordan Country Office, Fixed Term, Amman 103210

The United Nations Children's Fund (UNICEF) in Amman, Jordan seeks a dedicated, experienced, highly motivated and proactive Contracts Specialist at P3 level. Under the guidance and general supervision of the Supply & Logistics Manager, within the Operations Section, the Specialist will manage contracting for services of complex nature and impact under an emergency setup requiring strong professional technical expertise in support of operations and Programme.

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 Manager, the contracts Specialist will manage contracting for services of complex nature and impact under an emergency setup requiring strong professional technical expertise in support of operations and Programme. The incumbent will be accountable for effective planning, contracting, procurement and monitoring of all service contracts for the Country Office.

Key function, accountabilities and related duties/tasks:

Summary of key functions/accountabilities:

Below are the main foreseen activities for this assignment. It shall be noted that many of the tasks mentioned below will have to be run simultaneously for different projects, hence requiring good organizational and time management skills. Key tasks will include:

• Provide rapid and relevant procurement support and guidance, with a priority on achieving value for money, to internal customers from Country Office
• Develop tender strategies, with a goal to achieve best value for money in contracting for goods and services for the organization
• Secure compliance with established UNICEF Financial rules & regulations to maintain the highest level of integrity, standards and accountability.
• Ensure that effective support to UNICEF and Government capacity-building efforts are provided in order to enhance efficient, effective and timely supply delivery
• Effective collaboration and partnership in supply/procurements/purchasing/contracting/logistics with internal and external counterparts developed and maintained through better coordination, communication and networking. Effective partnership standby agreement concluded to ensure timely procurement, delivery, utilization and monitoring of quality and movement of supply assistance 

1. Provide rapid and relevant procurement support and guidance, with a priority on achieving value for money, to internal customers from Country Office

• Establish close collaboration with programme sections through involvement in programme planning, and preparation for implementation of supply components as well as monitoring and evaluation. Establish accountability framework with programmes, for delivery of results for children.
• Analyze supply spend and establish procurement strategies based on category management in order to focus on strategic, essential supplies and services that contribute to results for children, including establishment of long term agreements (LTAs) where relevant
• Provide continuous and updated guidance on procurement for Services activities to all internal customers as required and advise on the most appropriate procurement strategy.
• Support procurement planning through coordination with internal customers. Provide technical support in preparation of appropriate documents, and input on specifications, in particular on procurement of fundraising services, facilitating cost-effective and efficient procurement.
• Provide proactive procurement support, review ongoing and future procurement requirements.
• Collaborate efficiently and effectively with all members of the procurement team in order to maximize the outputs of the team and achieve the units objectives.
• Ensure appropriate vendor management practices e.g. supply performance reviews are established and applied.
• Participate in high level emergency coordination, implementation and monitoring meetings with internal and external partners and establish close collaboration with Logistics Cluster/National Logistics Working Group if such is activated/existing.

2. Develop tender strategies, with a goal to achieve best value for money in contracting for goods and services for the organization.

• Compile lists of possible sources of procurement.
• Prepare and issue international tenders, manage 2-stage RFP evaluation process and tabulate results in a comparison matrix. Manage bidding processes using UNICEF web tendering tool, and orienting service providers/suppliers on the use of the tool.
• Prepare Contracts Review Committee (CRC) submissions for orders above the CRC threshold and present the cases to the CRC committee for review and approval.
• Develop and prepare complex contracts for procurement of both once-off and long-term requirements for routine and non-routine services.
• Effectively manage ongoing long-term contracts for provision of goods and services to ensure that service provider/supplier’s performance is within stated service levels.
• Proactively initiate renewal of contracts before their expiry.
• Assist in the identification of new service providers/suppliers.
• Carry out other procurement related tasks as requested by the Supply and Logistics Manager.

3. Secure compliance with established UNICEF Financial rules & regulations to maintain the highest level of integrity, standards and accountability.

• Ensure a procurement plan is prepared and updated for each Section.
• Ensure that contracts are in place as a result of competitive bidding exercises, in a timely manner and in accordance with UNICEF Financial rules & regulations and procurement guidelines and processes.
• Maintain effective working relations and contact with the Supply Division, Copenhagen, to confer on procurement policies and procedures. Advise the internal customers on policies and procedures.

4. Ensure that effective support to UNICEF and Government capacity-building efforts are provided in order to enhance efficient, effective and timely supply delivery, 

• Plan, design and conduct training for UNICEF's staff/consultants and counterparts in supply management, customs clearance, distribution and inventory management of supplies and equipment in order to maximize supply delivery.
• Provide effective coaching to the staff/consultants as required.
• Promote/drive supply chain strengthening and change management initiatives with governments and partners, to ensure efficient and effective supply chains for children.
• Promote critical thinking, innovative approaches and good practices on supply chain management within the organization as well as with externals to ensure effective and efficient supply chains for children

5. Collaboration and Partnership 

• Provide advice to the Country Office, Government and implementing partners on offshore and/or local procurement policies and procedures, delivery and utilization of UNICEF supplies and equipment; coordinate with the Supply Division, Copenhagen, on supply policy and/or activities.
• Team with the Programme Section and other members of the Operations Section to facilitate procurement as well as efficient customs clearance, storage and distribution of supplies and equipment.
• Develop and maintain partnership and collaborative relations with UNICEF, Government, UN, and bilateral counterparts in supply and logistics activities including distribution, monitoring supply inputs, and inventory.
• Inform Programs of slow moving inventory, upcoming field distributions or deliveries, incoming materials and quality issues to ensure maximum use of available transportation, warehousing space, manpower and other resources.

Education: Advanced university Degree in Business Administration, Management, Economics, Supply Chain Management, Logistics, Procurement, Contract/Commercial Law, International Development, Health or related social science field, or relevant first-level university degree (Bachelor's) in conjunction with a valid relevant professional certification is required.

Experience: A minimum of five (5) years of relevant experience, at the national and international levels, in supply, logistics, procurement, contracting, administration and/or other directly-related technical fields is required. Understanding of development and humanitarian work. Emergency experience an advantage. Health supply chain management experience an advantage.

Language Requirements:  Fluency in English is required. Knowledge of another official UN language is an asset.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.