Consultancy- Development Supplies Procurement Associate

at  unfpa

THE POSITION:

Consultancy Period:
This consultancy will commence immediately and conclude on December 31, 2024. The consultants will work Monday – Friday, 9:00 to 17:30, following the current schedule of Supply Chain Management Unit in Copenhagen
The Individual Consultants will be working at Supply Chain Management Unit in Copenhagen and will be reporting and receiving support from the Development Supplies Procurement Team Lead as a Focal point. The Individual Consultants works in close collaboration with Country Offices staff for their procurement requests for the CO programme implementation and solving complex supply-related issues and information exchange.

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
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.

EDUCATION:

• Essential: Bachelor’s degree in Procurement, Business Administration, Engineering, Economics, Law, or a related field.
• Desirable: Master’s degree or equivalent in Procurement, Business Administration, Engineering, Economics, Law, or a related field.

• Procurement of contraceptives from request to delivery for countries in the Regions.
• Management and processing of orders using appropriate tools and in compliance with Standard Operational procedures, Rules and regulations.
• Analyze requisitions; communicate with Commodity Security Branch, COs, and/or other customers to ensure the correctness of the data.
• Prepare Requests for Quotations (RFQs)
• Conduct solicitation processes on behalf of COs.
• Consult with the requestor on specifications, advise on best processes and initiate purchase procedures.
• Conduct market research to identify potential suppliers for goods and services to be procured.
• Review ITBs/RFPs prepared by country offices before these are issued to ensure that the documents are in line with UNFPA Procurement Procedures, and support COs during tendering processes.
• Debrief unsuccessful bidders, if required and resolve issues and problems that may arise as a result of disqualification.
• Process, issue and manage Purchase Orders using the Enterprise resource planning (ERP) system of UNFPA (Quantum) after ensuring completeness of the requests to reflect vital details and ensuring that the most cost-effective proposals are selected, communicated and followed up with the customers.
• Confirm fund validity, ensuring that the budgets are valid until the control of the shipments transfers to UNFPA.
• Follow up on orders to ensure timely delivery of goods and services as stipulated in the Purchases Orders. The ultimate goal is to ensure the delivery of the commodities to the Consignee/s.
• Review and validate invoices and shipping documents for completeness, including liaising with the UNFPA Finance Branch and/or respective supplier to solve any issues.
• Liaise with the Quality Assurance Team during pre-shipment inspections (PSI), to ensure that discrepancies found are resolved by manufacturers, and to find potential solutions in collaboration with suppliers, ensuring compliance with the applicable PSI method for each category of product.
• Ensure the most effective route is selected for shipments and proactively solve logistic issues.
• Manage insurance claims.
• Negotiate with suppliers on cases of late/non-deliveries.
• Negotiate with suppliers on cases of damaged or non-compliant deliveries.
• Negotiate with suppliers when problems of different natures arise, requesting compensation measures/discounts.
• Facilitate post-shipment inspections when required.
• Work with suppliers and SST in cases of product aversion.
• Ensure that all correspondence and documents related to procurement activities are properly filed in the designated e-filing system. Maintain and monitor the development of all procurement cases using electronic sheets.
• Timely guidance and support in procurement and supply chain matters to country offices, external clients, and SCMU as well as UNFPA colleagues.
• Investigate and follow up on all procurement-related inquiries submitted by Country Offices, other UNFPA departments and/or clients, and provide prompt responses;
• Monitor requests and ensure compliance with the mandate of UNFPA and procurement procedures; take action in case of violation.
• Vendor assessment and evaluation of all the orders processed.
• Perform other job-related duties as assigned.Serve as a facilitator or contribute to learning materials production.