Duration: One Year (*)
Post Type: Fixed-Term Appointment
Closing Date: 17 June 2020
Please note that this vacancy is open to nationals of South Africa, permanent residence or holders of valid work permits.
*No expectancy of renewal in accordance with UN Staff Regulation 4.5
Organizational Setting
The Procurement Associate is responsible for the procurement support to the unit and assigned countries in the Regional Office Shared Service Centre (ROSSC). The Procurement Associate is required to ensuring that the efficiency is achieved in procurement management services and the provision of accurately documented procurement information, through transparent utilization and management of procurement resources of the ROSSC and Country Offices (COs). He/she analyzes and interprets the procurement rules and regulations and recommends solutions to a wide spectrum of complex procurement issues. The Procurement Associate promotes a collaborative, client-oriented service approach consistent with UNFPA rules and regulations.
The Procurement Associate ensures proper and effective use of UNFPA’s and external partners’ resources in terms of the following:
Assisting all relevant COs in defining and costing their procurement and logistics needs in accordance with the approved Annual Work Plans on a yearly basis;
Managing and safeguarding the integrity of the UNFPA procurement policies, procedures and practices;
Building capacity by advising programme staff in the country offices and external parties on all aspects of procurement and logistics management implementation and organization;
Representing the UNFPA in One UN working groups on procurement and Long Term Agreements, and on Government and NGO Committees that deal with procurement using UNFPA core or co-financing funds.
The Procurement Associate establishes and maintains professional contact with PSB staff at every level to advise and coordinate the procurement needs of CO and IPs. He/she develops sound and accountable working relationships with suppliers and develops efficient working relationships with internal partners and external stakeholders, including technical experts, UN agencies, NGOs and Governments.
The Procurement Associate will work under the overall guidance of the International Operations Manager and direct supervision of the Procurement Specialist.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
Within the context of declining financial resources, increasingly complex political, economic and humanitarian challenges, and the need to deliver high quality rights-based results within the Agenda 2030 environment, the Eastern and Southern Africa Regional Office has developed a framework for strengthening UNFPA’s efficiency, effectiveness and presence in the region. The framework sets out a new structure to ensure more effective support to country offices (COs) in the region, increased operational efficiency throughout the region, strengthened coordination and support for preparedness and resilience-building in humanitarian contexts, and enhanced resource mobilization capacities. The structure will be operationalized through the Regional Operations Shared Service Centre (ROSSC) which will consolidate core operational functions in procurement, finance, ICT and administration including human resources. It is intended that COs will obtain operations service support from the ROSSC. The Service Centre will have the capacity to provide services across all four functions to COs in the region in varying degrees based on the operational capacities that exist in each office.
The ROSSC will be responsible for financial management services including procure-to-pay services, vendor management, assigned balance sheet account reconciliations, cash transfer transactions (cash advances, expense reports and direct payments) to IPs as per Funding Authorization and Certificate of Expenditure (FACE), value added tax (VAT) management, accounts receivable application, Atlas data quality maintenance and year-end closure activities.
The ROSSC will be responsible for procurement management services including solicitation, contract award and management. It will provide support to COs on Contract Review committee (CRC) submissions and provide oversight on local procurement activities.
The ROSSC will also provide oversight and support to Harmonized Approach to Cash Transfers (HACT) quality control on assurance activities and IP capacity building and support audit preparations. The ROSSC will also provide software and corporate systems management support as well as asset, inventory, human resources and travel management services.
Given the exceptional complexity, breadth, reach and volume of the ROSSC portfolio in the area of procurement and the challenges inherent in operational support both for middle income countries and the Eastern and South Africa Region as a whole, UNFPA has established the position of Procurement Associate at GS7 level to provide overall procurement support to the Unit.
Main Tasks & Responsibilities
You would be responsible for:
Management of Office Procurement:
Prepares a consolidated Procurement Plan for the Regional Office and supports the preparation of work plans for the COs in the region on the basis of a review of all Annual Work Plans and oversees procurement, ensuring the most economical and timely delivery of complete UNFPA country office procurement portfolio.
Provides oversight support for the national- and international procurement plans developed by the COs in the region to ensure they are based on the national supply plan, coordinated with all other RH partners in the country, complete with all anticipated procurement activity which will be channeled through UNFPA for execution and developed in a timely manner.
Liaises with the Senior Management Team, Programme Analysts/Specialists and PSB, in coordination (if required) with relevant Government Departments and NGOs, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA policies and procedures.
Provides advice and systems to assist the CO with preparations of activities related to the national forecasting exercise, procurement planning and logistics management within their sphere of work in each of UNFPA’s thematic programming areas.
Reviews procurement requests and initiates procurement processes for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decision.
Maintains a roster of consulting firms.
Monitors and evaluate effectiveness of procurement processes within the Country Office and its decentralised office and ensures compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.
Oversees local procurement in the Regional Office and COs and participates on the One UN procurement working group request/ necessity.
Ensures coordination with UNFPA Procurement Services Branch and Facilities Management Services, UNOPS and other UN procurement bodies for timely delivery and receipt of goods and services, release, acceptance and delivery of these to the destination point in a timely manner with due attention to quality assurance.
Maintains up-to-date and complete records, documentation and filing of all procurement processes.
Supports coordination with internal and external auditors, reviewing and implementation of audit recommendations in collaboration with PSB.
Ensures that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.
Ensure effective usage of UNGM as a tool of maintaining a reliable list of potential supplier that can be used for formal and informal solicitation processes.
Ensure proper coordination between COs and PSB through smooth flow of information.
Establishes and maintains working relationships with procurement/technical colleagues in other UN agencies.
Performs the dispatching function for the Country office; advising staff when procured goods arrive. Ensures the checking and timely collection of procured goods by programme staff; and puts measures into place to ensure that this happens.
Performs regular audits on stocks and stores.
Preparation and submission of cases to Local Contract Review Committee and HQ Contract Review committee as applicable.
Conduct contract management tasks such as taking timely action to process the payments per the contract terms and the vendor performance evaluation.
Assist in the capacity building of Implementing Partners on all aspects of procurement and logistics management:
Ensure effective usage of UNGM as a tool of maintaining a reliable list of potential supplier that can be used for formal and informal solicitation processes
Tracks the shipments in OTS and update the status.
Follow up with the COs for timely clearance of consignments and update and monitor the status report to the office on regular intervals.
Other procurement & logistic related activities.
Administrative Support:
Provide administrative supports such as maintaining complete procurement files, drafting minutes of key procurement meetings.
People Management & Leadership:
In collaboration with and clearance from PSB, provides information, technical advice and guidance on all aspects of procurement and supply chain including commodity types, procurement activities, processes and procedures in relation to UNFPA business practices, liaising and advising on best practices as necessary in-house as well as with external stakeholders.
Keeps Country Office personnel abreast of latest developments in policies and procedures and all PSB activity as this relates to the CO including regular reporting of procurement activities.
Promotes local capacity building in procurement and logistics. Designs and develop curricula and materials, in consultation with and approval from PSB, for procurement and logistics trainings and conduct the latter.
Exchanges relevant information and maintains an open line of communication with colleagues and his/her supervisor.
Actively participates in CO and operations unit meetings.
Carry out any other duties as may be required by UNFPA leadership.
Qualifications and Experience
Education:
Completion of secondary education, preferably with a focus on business administration, economics, procurement and logistics or related fields.
A university degree at bachelor level in business administration, economics, auditing, procurement and logistics or related fields is desirable.
Qualifications and Experience
Minimum 7 years’ related work experience.
Experience in international, public procurement or contracts and supplier management is highly desirable.
Experience with UN procurement, finance and contracting regulations and procedures is required.
Certification in CIPS, procurement, forecasting, or similar preferred.
United Nations experience is mandatory.
Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex item and category management.
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 required.
Languages:
Fluency in English. Working knowledge of French and/or Portuguese, an advantage.
Required Competencies
Values:
Exemplifying integrity
Demonstrating commitment to UNFPA and the UN system
Embracing diversity in all its forms
Embracing change
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:
Implementing management systems
Business acumen and ability to multi-task and balance competing priorities
Innovation and marketing of new approaches
Pro-activeness and client orientation.
Organizational awareness
Job knowledge/technical expertise
Other Desired Skills:
Developing people/fostering innovation and empowerment;
Analytical and strategic thinking
Communication, information and ideas/knowledge sharing
Appropriate and transparent decision making
Supervisory skills
Commitment to excellence
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
Disclaimer
WARNING TO APPLICANTS:
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
HOW TO APPLY:
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy. Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at http://www.unfpa.org/employment. Please print out the Guide for your reference during the registration and application process. You can click here to apply directly: https://bit.ly/2A3Bj1J
Notice: 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.
