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Supply/Procurement/Logistics Assistant

Poland

  • Organization: UNV - United Nations Volunteers
  • Location: Poland
  • Grade: Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Logistics
    • Procurement
    • Supply Chain
  • Closing Date: 2022-06-30

Details

Mission and objectives

For 40 years, UNICEF has financed programs to help children in Poland, bought equipment for health centers, and imported raw materials for the production of children's articles. During martial law, National Committees from Western Europe provided Polish children with medicines, clothes and supplements. Since 2002, the scope of UNICEF's activities in Poland has changed. Like other highly developed countries, UNICEF currently focuses its activities in Poland on promoting and protecting children's rights and collecting funds to help children in the most needy regions of the world.

Context

UNICEF is a multilateral child-rights organisation established by the UN with 70 years of field-tested expertise, a network that spans the globe, a passion for innovation and a commitment to make every penny count. Impartial and non-political, UNICEF is never neutral when it comes to protecting children’s rights and safeguarding their lives and futures. UNICEF works with families, local communities, organisations and governments in more than 190 countries and territories to help every child realise their full potential. In everything we do, the most vulnerable children and those in greatest need have priority. Since the escalation of the conflict in Ukraine, close to 2.7 million people have crossed the border into Poland. The majority of them are women, children and the elderly. Children have faced severe stress; protection risks prior or during displacement are growing. The national systems in Poland, as well as local organisations and volunteers, have responded quickly to accommodate the huge volume of new needs. UNICEF has moved rapidly to establish a presence in Poland and respond to the crisis both in terms of its own programming and through interagency contributions, including as a co-lead of the child protection and education sectors of the response. UNICEF in Poland is currently involved in the response by supporting the national government and local partners in delivering essential psychosocial support, education, health and protection services. For example, we are currently supporting municipalities to expand services; working with local providers to embed psychosocial support in schools; support teacher training and provision of needed learning supplies, short term expansion of capacities to absorb children into education and increasing access to digital learning solutions, support the demand for routine immunisation among caregivers and working with diaspora organisations to support longer term integration and social cohesion.

Task description

Within the delegated authority and under the supervision of Supply & Logistics Specialist, P3 the Supply, Procurement & Logistics Assistant will provide a broad range of transactional and administrative services in support of efficient supply and procurement of the country office, ensuring timely and efficient output that is in compliance with UNICEF rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design. Planning: • In consultation with supervisor advise on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose of products and services; • Support supply emergency preparedness and response activities including establishment of Long Term Arrangements (LTAs), Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock. Procurement/contracting: • Provide input to and advice on the annual supply plan. Conduct data review and analysis for category management and development of procurement strategies. Conduct market research in relevant areas for UNICEF and advice on best approaches to obtain best value for money and sustainable procurement. Support product innovation and market shaping initiatives for specific categories of supplies and services; • Liaise with clients in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Take into account opportunities to strengthen sustainability of supply chains; • Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Organize bid openings and conduct technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers. Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work; • Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems. · Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews; • Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit. In country logistics: • Liaise with supply and logistics colleagues as well as Sections and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making; • Provide specialized support in the area of logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery; • Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms; • Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.; • Any other related tasks as may be required or assigned by the supervisor. Results/Expected outputs: The Supply, Procurement & Logistics Assistant impact is founded on the provision of input into the design and development of improved services, systems, and delivery processes. The impact directly affects the quality and timeliness of the delivery of a range of different specialized services for which the unit is accountable. Working with a high degree of operational independence, UNV is accountable for the achievement of overall service delivery results to Implementing Partners and end-users. External contacts involve liaising with similar organizations for collaboration, research and data/information gathering to compile and assess best practices. Furthermore, extensive external contact with suppliers is required, including to negotiate or clarify unique, complex issues or processes. Collaboration with partners and Governments is also applicable. The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs); • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development dur-ing the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

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