UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
How can you make a difference?
Under the supervision of a Contracts Officer, the Contracts Assistant provides a broad range of transactional, procedural and administrative tasks in support of the efficient supply and procurement of the country office, ensuring timely and efficient output that is in compliance with UNICEF rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design.
Summary of key functions/accountabilities:
1. Receive supply requisitions for goods and services, ensuring the accuracy of specifications of goods and services, their feasible duration and launch ate, confirm availability of funds, obtaining additional information from the programme sections as necessary. Monitor assigned requisitions to ensure the completion of procurement actions in a timely manner.
2. Perform supply review of purchase requisitions for goods and services.
3. Arrange procurement of goods and services: obtain quotations, issue invitation to bids to approved and listed suppliers; arrange and participate in bid openings, compile price tabulations with price ratings and recommendations for order placement.
4. Draft and prepare for finalization by the Contracts Officer the Request for Proposal for Services (RFP, ITBs, RFQs for goods and services ensuring active communication with requesting Section on specifications, evaluation criteria lead-time for announcement;
5. Coordinate the process of announcement and dissemination of tenders, ensure efficient communication with Bidders and obtain clarifications from requesting Programme Section.
6. Draft submissions to Contracts Review Committee for finalization by the Contracts Officer for adjudicated bids announced at request of Operations section for overall office needs.
7. Draft and prepare low value (technical) Institutional Contract.
8. Draft and prepare Institutional Contracts on the basis of adjudicated bids, and Purchase Orders, established price lists, monitors timeliness of deliveries, etc.
9. Prepare Direct Orders for both Contracts and Goods against existing Global and Local Long Term Arrangements (LTA) ensuring that LTA has valid quantities and lead-time meets requirements.
10. Process amendments and variation orders to established Institutional Contracts pursuant and Purchase Orders to UNICEF guidelines and CO SOPs.
11. Monitor delivery and performance of vendors, prepare and update status report on the open Purchase Requisitions (PRs), and Sales Orders open lnstitutional Contracts, expedite deliverable, weekly update to Sections on status of procurements and provide other related information as required. Maintain procurement monitoring database.
12. Assist in monitoring the closure of Institutional Contracts by running monthly monitoring reports and reporting outcomes to the Contracts Officer.
13. Track the duration and validity of ongoing Institutional Contracts and LTA and report to the Contracts Officer on the need for an extension.
14. Administer documents flow and ensure electronic and hard copy filing according to the established CO procedures. Maintains Contract files with all required procurement documentation, and solicitation files.
15. Monitor deliverable against agreed milestone, issues letters and general correspondence related to institutional contract and Purchase Orders. Correspond with offshore and local suppliers when required.
16. Corresponds with programme Sections/Field offices and suppliers on supply and procurement matters.
17. Conduct all market surveys for new service and goods suppliers, responsible for maintenance of services and goods suppliers’ database and filing with full Information, in accordance with UNICEF supply guidelines.
18. Serve as focal point for the process of financial evaluation of vendors: ensure timely and proper filing of the submission to Supply Division Evaluation Unit, active communication with vendors on the required list of supporting documents and UNGM registration, ensure translation of financial records.
19. Prepare or verify translation of documents into local official language: solicitation documents, contracts, and official letters.
To qualify as an advocate for every child you will have…
Education: Completion of secondary school education is required, with courses/certifications in business administration, supply chain management, procurement or logistics considered as an advantage. University degree in Business Administration Contracts management, purchasing & Supplies or another related field will be considered as an advantage.
Experience: Minimum 6 years of progressively responsible administrative and/or supply-related work experience (procurement, supply or logistics) is required. Familiarity with UNICEF, UN supply procedures and systems is an asset.
Language Requirements: Working knowledge of English and Ukrainian is required Knowledge e of other UN language to be considered as an asset.
For every Child, you demonstrate…
UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA).
The UNICEF competencies required for this post are:
Working with people (II)
Drive for results (II)
Applying technical expertise (II)
Planning and organizing (II)
Following Instructions and Procedures (II)
To view our competency framework, please visit here.
Click here to learn more about UNICEF’s values and competencies.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
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