Procurement and Logistics Associate

The Procurement and Logistics Associate ensures the effective delivery of procurement and other administrative and logistics services, works closely with CO and project teams and advises managers in all these areas.  

You would be responsible for:

• Procurement of Goods and Services
• Participate in the annual work-planning sessions and provide advice on preparation of project-level Annual Procurement Plan and an integrated CO Annual Procurement Plan.
• Develop sourcing strategy for smooth implementation of the CO Procurement Plan, take proactive measures to achieve cost-savings where possible, review and process procurement requests from the CO and project teams in a transparent and cost-effective manner, and make recommendations as appropriate.
• Assist in the preparation of LTAs, supplier service contracts and supplier maintenance, and develop and maintain a list of suppliers and service providers.
• Perform the role of Buyer in Quantum -, prepare PO’s, track POs in the Dashboard, coordinate PO approvals and close out open POs.
• Ensure timely delivery of goods and services to the teams concerned, taking mitigating steps in case of any delays to resolve the bottlenecks.
• Prepare documentation for CAP submission, ensuring completeness of documentation.
• Keep and properly file full documentation of all procurement cases.
• Ensure an effective procurement recording and reporting system, internal controls and audit follow-up.
• Advise the CO teams and projects when procured goods arrive, ensure their safe-keep and dispatch the goods received to their final destinations.
• Participate in the inter-agency Procurement Group/sub-groups and make solid contributions towards ‘Delivering as One UN’. 

Administrative Services:

• Assist the Operations Manager for the smooth functioning of the office, ensuring the proper upkeep of the office, required equipment and availability of office supplies.
• Organize Operations meetings for the Delhi office and with State Offices, prepare minutes and follow-up as required.
• Prepare Note Verbale for tax exemption applications for customs duties and taxes, etc.  for the office and projects.
• Receive and dispatch diplomatic pouch, ensure full compliance with established policies.
• Support in managing the office fleet, ensuring their regular maintenance, and servicing.
• Ensure the office vehicles are duly equipped with required safety and security equipment and supplies, and they are always in ready-to-go mode.
• Serve as back-up to supervise the office driver(s) and regularly check the vehicle logbook, ensuring it is systematically and correctly completed and signed off, investigate any discrepancies identified and initiate corrective measures, as necessary.

Travel and Logistics:

• Manage and oversee all international travels ensuring that authorized travels are in compliance with established travel and other policies.  For domestic travel serve as back-up support to travel focal points. 
• Establish travel entitlements and raise/review POs for air tickets and DSAs.
• Coordinate through travel focal points to make reservations, ensuring timely issuance of tickets.
• Ensure incoming and outgoing travelers are security cleared before the start of travel.
• When required, facilitate airport meet-and-greet and departure in accordance with CO cost-recovery policy.
• Ensure all travel claims are submitted and settled within the prescribed time per travel policy prior to ticket issuances.
• Follow up with travel agents for any refund.
• Coordinate internally and validate travel agents’ invoices for accuracy and arrange for early settlement.
• Identify suitable venues for CO-organized events and finalize plans with concerned units, ensuring all facilities and support services required are available and mobilized.

Other:

• Perform any other duties as may be assigned by the Supervisor and senior management of the Country Office.

Qualifications and Experience: 

Education:

• Completed Secondary Level Education required.
• First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable.

Knowledge and Experience:

• At least 6 years (with high school certificate) or 3 years (with bachelor’s degree) of progressively responsible experience in procurement in a public or private sector environment.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices, and procedures within a multicultural corporate environment.
• Proficiency in current office software applications and corporate IT systems and mastery of a series of financial software is desirable.
• Previous experience in the UN is an asset.
• Good knowledge of ERP systems such as PeopleSoft, Oracle, SAP, or other systems is an asset.

 Languages:  

• Fluency in oral and written English is required; knowledge of one of the official Indian languages is desirable.

Values:

• Exemplifying integrity.
• Demonstrating commitment to UNFPA and the UN system.
• Embracing cultural diversity.
• Embracing change.

Core Competencies:

• Achieve 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.

Source: https://www.unfpa.org/jobs/national-post-procurement-and-logistics-associate-india-gs-6