Vacancy code: VA/2015/B5007/7207

Position title: Procurement and Supply Assistant

Department/office: GPSO, GVAC, Geneva

Duty station: Geneva, Switzerland

Contract type: Local ICA Support

Contract level: LICA-5

Duration: 1 year, renewable

Application period:08-Apr-2015 to 20-Apr-2015

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Background Information - UNOPS

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world's most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.

We employ more than 6,000 personnel and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.

Switzerland

UNOPS in Switzerland is based in Geneva and has excellent links with the international community. Local and international partners call upon the UNOPS Switzerland office for expertise in fund management, project management, procurement of goods and services, and human resources administration to ensure successful delivery of their projects. Focus areas include health, water, and sanitation.

Background Information - Job-specific

The vision of the Stop TB Partnership is to realize the goal of elimination of Tuberculosis (TB) as a public health problem and, ultimately, to obtain a world free of TB by ensuring that every TB patient has access to effective diagnosis, treatment and cure; stopping transmission of TB; reducing the inequitable social and economic toll of TB; and developing and implementing new preventive, diagnostic and therapeutic tools and strategies. The Stop Partnership is uniquely positioned to support the development and further implementation by partners of the current and future Global Plan, acting as a coordinator and catalyst for the range of partners engaged in the fight against TB.

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

The UNOPS Geneva office is hosting Stop Tuberculosis Partnership Secretariat (STBP) since 1 January 2015. The vision of the Stop TB Partnership is to realize the goal of elimination of TB as a public health problem and, ultimately, to obtain a world free of TB by ensuring that every TB patient has access to effective diagnosis, treatment and cure; stopping transmission of TB; reducing the inequitable social and economic toll of TB; and developing and implementing new preventive, diagnostic and therapeutic tools and strategies. The Stop Partnership is uniquely positioned to support the development and further implementation by partners of the current and future Global Plan, acting as a coordinator and catalyst for the range of partners engaged in the fight against TB.

As a key initiative of the Stop TB Partnership, the objectives of the Global Drug Facility (GDF) are to increase access to high quality 1st and 2nd line anti-TB drugs, diagnostics equipment (and related supplies) for implementation of the Stop TB Strategy by linking the demand for drugs to supply and monitoring, competitively outsourcing services to partners, simplifying drug management, and strengthening TB programme performance. Unlike individual organizations and country programmes, the GDF is able to leverage the extensive size of the Partnership network to implement a pooled procurement programme, through which countries with insufficient procurement capacity are able to obtain drugs and diagnostics equipment at low prices that result in considerable savings.

Functional Responsibilities

Under the supervision of the Procurement Team Leader, the incumbent will be responsible for undertaking the following activities:

• Provides procurement, logistical and administrative support to a team of Country Support Officers in the acquisition of TB Medicines and Diagnostics.
• Prepares quotes to customers by compiling data contained in suppliers quotations and, determining which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Country Support Officers.
• Prepares purchase orders with suppliers including forwarding agents after confirmation of the acceptance of the quote by the customers
• Monitors status of existing orders, maintain contact with suppliers, freight forwarders and clients to ensure timely delivery of goods and services, coordinates shipment of goods from suppliers to countries, and verifies receipt and inspection of goods and accurately reports, as and if required.
• Prepare invoices and relevant document to customers for payment
• Maintains relevant internal databases and files and keeps track of any contractual agreements,
• Assist in monitoring and analysing contract performance to ensure compliance with contract terms, schedules and cost
• Assist in reconciliation of settlements to be paid by the Finance Unit.
• Investigation and resolution of post-order problems and preparation of progress reports on procurement and supply chain matters, as needed
• Performs other duties as assigned

Competencies

• Ability to perform a variety of routine financial, administrative , procurement and supply chain tasks, to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems and to perform work of confidential nature, handle a large volume of work and meet deadlines
• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humoured even under pressure
• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
• Excellent communication and interpersonal skills: ability to work in a team environment to use tact and discretion when dealing with others both inside and outside UNOPS Strong analytical skills Ability to work in a multi-cultural team.
• Excellent organizational skills: Ability to establish priorities and to plan, coordinate and monitor own work plan.
• Demonstrates openness to change and ability to manage complexities
• Has keen sense of ethics and integrity in dealing with clients and service providers
• Strong IT skills.
• English and French are the working languages of the Stop TB partnership. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of other UN official languages is an advantage.

Education

• High school diploma or equivalent required
• University degree in logistics, and/or supply chain or related subject is desirable

Experience

• Five (5) years' relevant experience in logistics, import/export, administrative services or related area is required.
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and expertise of spreadsheet and knowledge of database packages, Experience in handling of web-based management systems.

Languages

• English fluency is required.
• Knowledge of French is desirable.
• Knowledge of other UN languages is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (ICA)

Contract level: Local ICA Support level 5

Contract duration: 1 year renewable, subject to satisfactory performance and funding availability.

For more details about the ICA contractual modality, please follow this link: www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Application Information: https://gprs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=7207