Deadline of this Job: 26 October 2022
JOB DETAILS:Job Purpose:
The Procurement Analyst delivers quality services in ensuring that procurement planning and the implementation of the procurement plan are coordinated; logistics and shipments of goods are facilitated and managed effectively; solicitation, award of contracts and contract management related activities on the CO is coordinated and conducted per the applicable procedures; and procurement harmonization activities are coordinated on behalf of the country office respecting the applicable policies and procedures.
The Procurement Analyst ensures proper and effective use of UNFPA’s and partners’ resources in terms of the following:
• Assisting all relevant CO staff in defining and costing their procurement and logistics needs in accordance with the approved Annual Work Plans on a yearly basis;
• Managing and safeguarding the integrity of the UNFPA procurement policies, procedures and practices;
• Building capacity by advising programme staff and external parties on all aspects of procurement and logistics management implementation and organization;
• Representing the UNFPA in UN Procurement working group.
• The Admin/Programme Associate delivers quality services in procurement to internal and external clients; mastering all relevant rules, guidelines, processes, and procedures. He/She takes a client-oriented, results-focussed approach to interpreting the rules, procedures and guidelines in service of the country programme; providing support and guidance to the Country Office and UNFPA supported programmes
You would be responsible for:
A. Management of Procurement
• Prepare a consolidated Procurement Plan on the basis of a review of all Annual Work Plans and oversees procurement, ensuring the most economical and timely delivery of complete a UNFPA Uganda procurement portfolio.
• Liaise with the Senior Management Team and Programme Analysts/Specialists, in coordination (if required) with relevant Government Departments and NGOs, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA policies and procedures.
• Provide advice and systems to assist staff in proper forecasting, procurement planning and logistics management within their sphere of work in each of UNFPA’s thematic programming areas; including last mile assurance (LMA).
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommend a procurement decision.
• Prepare Request for Quotations (RFQs) and Invitation to Bid (ITB) or Request for Proposals (RFP) for the CO. Prepare submissions for procurement decisions.
• Facilitate and coordinate the formal and informal solicitation processes managed by the CO per the requirements of the procurement procedure
• Ensure the provision and maintenance of services and supplies, following-up processes and maintaining up-to-date inventory and records. Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates.
• Monitor and evaluate the effectiveness of procurement processes within the Country Office and its field offices and ensure compliance with office business practices within the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.
• Participates on the CSMT/ OMT/BOS procurement working group based on request/necessity. Develop and maintain sound working relationships with other working group members. Ensure that UNFPA develops and maintains LTA’s suppliers roster and a roster of consulting firms.
• Develop and maintain a list of UN and UNFPA preferred suppliers; develop sound working relationships with suppliers and third party procurement customers; establish or extend service agreements with service providers when necessary.
• Ensure coordination with UNFPA Procurement Services Branch and Facilities Management Services, UNOPS and other UN procurement bodies for timely delivery and receipt of goods and services, release, acceptance and delivery of these to the destination point in a timely manner with due attention to quality assurance.
• Develops a procurement tracker that keeps up-to-date identifying the exact stage of each procurement process and maintaining up-to-date and complete records, documentation and filing of all procurement processes.
• Ensure that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.
• Oversee local procurement in the Country Office and participate in the One UN procurement working group.
• Performs the dispatching function for the Country office; advising staff when procured goods arrive. Ensures the checking and timely collection of procured goods by programme staff; and puts measures into place to ensure that this happens.
• Establish and implement an effective internal control system which ensures that Purchase Orders are duly prepared and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems.
• Coordinate the process of providing procurement related documents to the internal and external auditors and other process reviewers.
• Keep all procurement related applications and systems up to date.
• Ensure the timely completion of all procurement administrative requirements.
• Present reports on procurement in the Country Office.
B. Technical Advisory and Programme Support
• Analyze and interpret the procurement policies and advice staff and partners as appropriate. Provides information, technical advice and guidance on all aspects of procurement activities, processes and procedures in relation to UNFPA business practices, liaising and advising on best practices as necessary in-house as well as with external stakeholders.
• Provide support to IPs on Third Party Procurement
• Providing logistical advice and support to projects by coordinating project related meetings, workshops and events.
• Ensures the timely completion of all procurement administrative requirements.
• Fulfils the role of “Buyer” on Atlas and other Atlas functions relating to procurement
• Other procurement & logistic related activities.
C. Building and Managing Capacity
• Keeps Country Office personnel abreast of latest developments in policies and procedures and all PSB activity as this relates to the Country Office including regular reporting of procurement activities.
• Assist in the capacity building of Implementing Partners on all aspects of procurement and logistics management
• Promotes local capacity building in procurement and logistics. Designs and develops curricula and materials for procurement and logistics training and conducts the latter.
• Performs regular audits on stocks and stores.
• Manage assets that have been procured by the UNFPA and supplied to the implementing partners; ensuring that they are put to proper use (Form C).
• Represent UNFPA at key events where required, with regard to UNFPA’s mandate.
D. General Support
• Stand-in for other operations team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.
Qualifications and Experience:
Education:
• Advanced (Masters) University Degree or equivalent in Logistics, Procurement or related fields is required
• Membership of a professional body in procurement is desirable
Knowledge and Experience:
• At least 2 years of increasingly responsible professional experience in the field of development and population activities;
• Experience in international, public procurement or contracts and supplier management is highly desirable.
• Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.
• Certification in CIPS, procurement, forecasting, or similar preferred.
• Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex item and category management.
• Experience in working in team and leading team projects is highly desirable.
• Experience in transit and customs clearance;
• Knowledge of global health and pharmaceutical market and stakeholders is an asset, especially in regards to sexual, reproductive and maternal health.
• Knowledge of legal aspects of contract management is an asset.
• Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), Atlas (PeopleSoft or alternatively Oracle), E-filing system and other software applications is required.
Languages:
Fluency in English; knowledge of other official UN languages, preferably French is desirable.
Required Competencies:
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves, our relationships, and others
• Communicating for impact
Functional Skill Set:
• Advocacy/Advancing a policy-oriented agenda
• Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
• Procurement and Logistics Services
• Planning, organization and multitasking
• Data and report management Data analysis
• Internal and external communication and advocacy for results mobilisation
• Delivering results-based initiatives
• Technical Understanding of procurement policies and regulations
• Project Management
• Managing financial processes
• Proficiency in current office software applications essential to procurement
Deadline of this Job: 26 October 2022
JOB DETAILS:Job Purpose:
The Logistics Associate is responsible for effective delivery of logistics and supply chain services, and supports various operational requirements of the CO Operations Unit. He/she analyzes and interprets the admin rules and regulations and provides solutions to a wide spectrum of logistical and supply chain issues.
He/she delivers quality services in logistics to internal and external clients in Procurement, Logistics, and supports the General Administration and Operations in compliance with all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support to the CO and UNFPA-supported projects.
The Logistics Associate works in close collaboration with the Programme and Operations staff supporting both the country office, as well as UNFPA Field Offices across Uganda. The incumbent is expected to provide effective logistical support and work closely with procurement, programme and operations staff in order to ensure programme delivery.
This position will support the country office with procurements, management of shipments, customs clearance, regulatory compliance, import activities and any insurance related matters for management of programme supplies in Syrian county office. The Logistics Associate will also assume the responsibility of liaising with the relevant stakeholders for obtaining facilitation letters for inland shipments and ensuring compliance with the 2018 UNFPA policy on management of programme supplies.
You would be responsible for:
A. Pipeline Monitoring of Shipments and Effective Logistics Management
• Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme and project related events to facilitate programme/project delivery.
• Arrange in an optimum manner the shipments and logistics by ensuring the required coordination between the internal PSB teams, UNFPA suppliers (goods and services), freight forwarders, logistics and procurement staff of other UNFPA business units and partners.
• Analyze shipping requests, communicate with CFPs of PSB, country offices, field offices and/or other customers to ensure clarity on product specific shipping, delivery, customs and other regulatory requirements
• Prepare Requests For Quotations for Programme procurement requirements of UNFPA business units (including for third party procurement requests), evaluate the submissions including negotiations with freight forwarders as appropriate;
• Liaise with the UN freight forwarders and other logistics partners to identify the optimal shipping and logistics solutions for UNFPA programmes and partners;
• Determine the mode of transportation and make other important logistics decisions such as type of the containers and requirements of time-temperature sensitive products paying attention to the product-specific requirements, the origin/destination’s specific challenges, procedural requirements and the best industry practices;
• Process and issue Freight Purchase Orders in the ERP system of UNFPA ensuring that the most cost effective proposals are selected, delivery dates communicated and followed up on with the CFPs of PSB, Logistics and Procurement Focal Points of the UNFPA business units and customers;
• Maintain and accurately update country and partner-specific information relevant for arranging the shipments and customs clearance details in the designated systems and applications of UNFPA
• Issue freight purchase orders; continuously follow up on and track all deliveries to ensure timely arrivals; in case of changes, inform/update all relevant parties; liaise with the CFPs of PSB and Logistics and Procurement Focal Points of the UNFPA business units or the customers in order to resolve delivery challenges;
• Review and validate invoices including liaising with the finance and/or the freight forwarders involved to solve any issues;
• Issue Freight purchase orders in a timely manner further to the receipt of funds and coordinate issues regarding delivery and payment of freight invoices
• Adapt and implement logistics protocols and effective application of UNFPA policies and procedures on logistics management.
• Routinely monitor exception reports for unusual logistics activities and investigate anomalies or unusual transactions. Informs management of the results of the investigations.
• Supervise delivery of effective and efficient logistical support services to UNFPA’s staff and clients across the country.
B. Managing Freight as a Service Vendors and Partnerships
• Collect UN Long Term Agreements for freight services and organize them in the most optimal manner for piggybacking by UNFPA;
• Actively participate in logistics and shipping related meetings with the freight forwarders and other UN agencies to address contract performance issues and gaps;
• Actively participate in joint UN / partner activities such as Logistics Cluster in order to identify logistics and shipping solutions for UNFPA through those joint initiatives;
• Actively participate and effectively contribute in developing, improving, integrating the systems and applications used for managing logistics, shipping arrangements, enhancing the visibility of the shipments and reporting;
• Actively participate in joint solicitation processes conducted by the UN for identifying freight service providers and also conduct standalone solicitation processes to identify freight service providers for UNFPA if required;
• In cooperation with the Strategic Procurement Cluster of PSB (Contracting Team) monitor the performance of the freight forwarders with respect to on-time delivery and communication, accuracy and completeness of order tracking data and quality of services provided. Identify freight forwarders’ performance gaps and corrective actions as required
• Track the shipments managed by PSB from origin to destination and assist with the customs clearance processes at destination as required;
• In collaboration with the PSB Business Analytics team and the UN freight forwarders, produce and submit regular reports to the UNFPA business units and customers for providing a continuous overview of supply chain operations including volumes, values etc.;
• Facilitate the effective collaboration between the customs clearance agents used by UNFPA business units/ customers and the international freight service providers in order to facilitate timely customs clearance and delivery of the goods;
• Manage logistics and freight-related matters such as damaged and lost shipments per the procedural requirements of UNFPA and coordinate the logistics requirements across the various regional procurement teams of PSB, the suppliers of goods, the freight forwarders, the insurance service providers, the government authorities and other parties as applicable.
C. General Support
• Stand-in for other team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.
Qualifications and Experience:
Education:
• Completed Secondary Level Education required.
• University degree or equivalent certification in Supply Chain Management, Logistics, Shipping and Freight, Public or Business Administration, Procurement or related discipline is preferable
Knowledge and Experience:
• Minimum 6 years of relevant work experience preferably in public or private sector procurement, logistics, shipping and freight, public or business administration, commercial or law and related disciplines, preferably in organizations working in international development or public sector institutions is required.
• Experience from non-governmental organizations and non-profit organizations will be treated equivalent.
• Note that an Advanced University degree (or equivalent: i.e CPA, ACCA, Jurist Doctor etc) in Procurement, Supply Chain Management/Logistics, Shipping and Freight, Commerce, Business Administration, Public Administration in combination with 4 years of relevant work experience may be accepted in lieu of 6 years of experience.
• Working knowledge of MS Office is required (in particular, applications related to database and data analysis), ERP systems such as PeopleSoft or alternatively Oracle, E-filing system and other software applications is a strong advantage.
• Experience in working with international procurement and logistics, shipping and freight or business operations is required.
• Knowledge of reproductive health related commodities and medical terminology is an asset.
• Logistics, shipping, freight and procurement related Certificates such as CIPS is an asset
• A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda will be an added advantage
• Demonstrated ability to work in a team
Languages:
Fluency in English; knowledge of other official UN languages, preferably French is desirable.
Required Competencies:
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves, our relationships, and others
• Communicating for impact
Functional Skill Set:
• Innovation and marketing of new approaches
• Organizational skills
• Engaging internal/external partners and stakeholders
• Client orientation
• Job knowledge/technical expertise
• Making decisions and exercising judgment
• Providing logistics and shipping services and support
• Managing information and workflow
• Planning, organizing and multitasking
• Communication and negotiation skills
• Oral and written reporting skills
• Time management skills
• Ability to effectively establish priorities
• Performance management
