Procurement and Logistic Associate

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on sexual and reproductive health and rights. Established in 1969, UNFPA operates in over 150 countries, with a mission to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization is committed to achieving three transformative results: ending preventable maternal deaths, ending unmet need for family planning, and ending gender-based violence and harmful practices. UNFPA's strategic plan for 2022-2025 emphasizes the importance of addressing the impacts of the Covid-19 pandemic on women's and girls' access to health services, and it calls for a collective effort to build a better future for all individuals, particularly vulnerable populations.

Job Overview:
The Procurement and Logistic Associate plays a crucial role in supporting the procurement and logistics functions of the UNFPA office. Under the guidance of the International Operations Manager and in collaboration with the Administrative Associate and Supply Chain Analyst, the Associate is responsible for executing and coordinating procurement and logistics activities. This includes conducting procurement activities, preparing Requests for Quotations (RFQs), Invitations to Bids (ITBs), and Requests for Proposals (RFPs). The Associate will also respond to bid clarifications, evaluate bids, and ensure compliance with procurement policies. Additionally, the role involves ensuring an uninterrupted supply of reproductive health commodities, assisting project partners with data analysis, and facilitating customs clearance and transportation of goods. The Associate will also provide capacity development support in supply chain management and administrative support for program activities.

Duties and Responsibilities:

• Conduct procurement activities and logistical coordination on behalf of the Country Offices (COs).
• Prepare Requests for Quotations (RFQs), Invitations to Bids (ITBs), and Requests for Proposals (RFPs).
• Respond to bid clarifications from prospective bidders, ensuring transparency in the process.
• Evaluate bids and review recommendations from technical and financial panels.
• Prepare Contracts Review Committee (CRC) submissions and negotiate with suppliers to select cost-effective proposals.
• Present reports on procurement activities within the CO.
• Consult with requestors on specifications and advise on procurement processes.
• Conduct market research to identify potential suppliers for goods and services.
• Review logistics documentation and ensure proper preparation of all necessary documents. 1
• Process, issue, and manage Purchase Orders (POs) using UNFPA's Enterprise Resource Planning (ERP) system. 1
• Assist project partners in analyzing and disseminating data on reproductive health commodities. 1
• Prepare quarterly reports on the stock positions and utilization of reproductive health commodities. 1
• Support procurement planning and order tracking processes. 1
• Facilitate customs clearance and transportation of reproductive health commodities. 1
• Facilitate training on Logistics Management Information System (LMIS) and develop guidelines on supply chain management. 1
• Ensure all official documents are prepared and archived appropriately. 1
• Facilitate program activities by coordinating logistical support and maintaining records. 1
• Draft routine project-related correspondence and carry out other duties as required by UNFPA leadership.

Required Qualifications:

• Completion of Secondary Education is required.
• A Bachelor’s degree in procurement, logistics, business administration, finance, management, or a related field is desirable.
• Minimum of 6 years of progressively responsible experience in procurement, logistics, or supply chain management, preferably within the public or health sector.
• Experience in supporting procurement and supply management processes, including preparation of purchase requests and vendor coordination.
• Working knowledge of supply chain operations, including forecasting, inventory management, warehousing, and distribution.
• Familiarity with organizational policies and procedures related to procurement and logistics.
• Strong drafting, minute-taking, and documentation skills.
• Proficiency in standard office software applications (e.g., MS Office suite).

Educational Background:
The position requires at least a completion of Secondary Education, with a preference for candidates holding a Bachelor’s degree in relevant fields such as procurement, logistics, business administration, finance, or management. This educational background is essential to understand the complexities of procurement and logistics operations within the context of UNFPA's mission.

Experience:
Candidates must have a minimum of 6 years of progressively responsible experience in procurement, logistics, or supply chain management. This experience should preferably be within the public or health sector, demonstrating a solid understanding of procurement processes, vendor coordination, and supply management. Familiarity with supply chain operations, including inventory management and distribution, is also crucial for this role.

Languages:
Fluency in oral and written English is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication with diverse stakeholders and partners.

Additional Notes:
This position offers an attractive remuneration package, including a competitive salary, health insurance, and other applicable benefits. UNFPA promotes a work environment that reflects values of gender equality, diversity, integrity, and a healthy work-life balance. The organization encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA is committed to equal opportunities in terms of appointment, training, compensation, and selection for all candidates, regardless of personal characteristics.