The Position:
The Procurement Assistant ensures the effective and efficient implementation of the procurement process according to UNFPA rules and regulations, and in line with public procurement best practices.
You will report to the Administration and Finance Associate.
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.
Functions / Expected Key Results
Supervise, executes, and coordinates procurement activities Analyzes purchase requirements and needs, communicates with requesters to ensure correct information entered into the ERP system, clarifies specifications and terms of reference defining the suitability of the products, the requirements of delivery and the dates in which the processes need to be completed. Prepare documents and formats related to purchasing processes of less than 5 thousand dollars, requests for quotations, requests for proposals and invitations to bid. Evaluate the proposals including, if applicable, negotiations with suppliers. guarantees that the chosen proposals are the most profitable and quality. Prepare the files for submit to the UNDP local contracts review committee (LCRC) or UNFPA Contract Review Committee (CRC) as appropriate. Processes and issues purchase orders and contracts inside and outside the system and/or UNFPA’s ERP. Ensures timely and adequate follow-up of pending purchase orders in the system. Ensures timely corrective action on purchase orders anywhere necessary budget verification or other issues. Follow-up of the delivery process to guarantee the agreed dates according to the purchase orders; contacts suppliers and requesters to resolve possible late deliveries. Review and validate invoices, contact finance staff and/or supplier involved to guarantee and validate the payment process once the approvals have been given. Liaises with the Supply Chain Management Unit (SCMU) to ensure timely follow-up of procurements on behalf of the country office or external clients (the so-called Third Party Procurements). Monitors supplier performance with respect to on-time delivery, quality and commercial acceptability. Ensures the timely and due preparation of procurement plans for the office and projects, as well as monitoring their implementation. Guarantees the implementation of adequate monitoring and control of the hiring processes. Develops and manages the list of suppliers, elaboration of selection mechanisms and supplier evaluation, quality and performance measurement. Presents reports on procurement processes in the country office (CO). Provides advice and guidance to UNFPA staff, implementing partners and other parties on procurement processes and procedures Follow up on inquiries and requirements related to procurement submitted by UNFPA staff, implementing partners and other parties; providing responses on time. Communicates changes or updates in procurement processes and procedures, provides clarification and guidance on the requirements. Monitors pertinent applications and submissions for compliance with the contracting procedures, take action in case of non-compliance. Advises Program staff on issues related to the system, such as the use of the ERP, and in procurement planning in terms of specifications, prices, costs, etc. Organizes procurement-related training for operations/programs staff, as well as for implementing partners. In the event of having co-financing agreements, ensures adequate control of the Reproductive Health supply projects and other assets focusing on the achievement of the following results: Guarantees the coordination of the import process of health supplies reproductive and others. Monitoring and coordination for its proper distribution. Issues receipt documentation to complete the delivery process. Enter and update the corresponding information in the shipment tracking module (Atlas/ERP) Monitoring of the supply chain in response to compliance with the assurance of the last Mille Coordinates with the program areas the contact information of the counterparts for the preparation of donation files.This vacancy is archived.