Procurement Assistant

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Description

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Under the supervision of the Contracts Specialist, the Procurement Assistant will be responsible for assistance for a segment of products. Providing effective services to country programs and Procurement Services clients, ensuring accurate and timely processing of Requisitions and requests up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers.

Duties/Responsibilities:

• Reviews, evaluates, and analyse as necessary the incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, and budgets. In collaboration with the concerned partners prepare and draft price and cost estimates for the PS transaction including freight.
• Reviews material specifications and requirements with customers, countries, the Technical counterparts and Quality Assurance Centre to ensure completeness and appropriateness. Ensures that customers’ claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.
• Prepares Decision Letter Projects (DLPs), Cash transfer Notices (CTNs), Sales Orders (SOs) and Purchase orders (POs), in line with the relevant divisional procedures. Prepares purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
• Drafts, prepares, and provides advice as applicable to the international tender invitations. Assists with preparation of CRC submittals. Drafts and prepares Purchase Orders. Assists with and prepares Long Term Agreements and Direct Order Arrangements.
• Monitors the status of GAVI, the Vaccine Alliance funded and procurement service orders and center specific KPIs. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods. Transmits all relevant information to customer including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.
• Updating of databases and management systems for use by HQ, Field Offices or Regional Offices.
• Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
• Maintains order filing in accordance with UNICEF guidelines.
• Provides support to centres/Country offices as applicable during emergencies.
• Any other duties or assignments as requested by the supervisor.

To qualify as a Champion for every Child you will have…

Required:

• Valid work permit for Denmark (at the time of submitting the application).
• Completion of secondary education with additional training in business.
• A minimum of 5 years of relevant experience, preferably in a procurement function/an administrative function in a commercial working environment.
• Fluency in English.

Source:  https://jobs.unicef.org/cw/en-us/job/570677

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