Level: G6 Type of Contract: Fixed Term Immediate Supervisor: International Operations Manager Vacancy Number: 010/2014 Duration: One year with possibility of extension
Organizational Setting:
The job is located in Operations Unit, UNFPA Ethiopia Country Office, under the direct supervision of International Operations Manager. In general, the incumbent is responsible for providing procurement service for the Country Office as whole.
Duties & Responsibilities
Ensures full compliance of procurement activities in line with the UNFPA procurement policies, procedures, rules and regulations.
Ensuring implementation of the effective internal controls and proper functioning of a client oriented procurement management system and elaboration of standard operating procedures for efficient workflows in procurement.
Preparation of the annual procurement plan for both HQ and Country office procurement activities for review of the IOM, monitoring and reporting on status of implementation of procurement plan.
Elaborates proposals and implements cost saving and cost reduction strategies in procurement processes in consultation with office management.
Preparation of Purchase Orders and contracts in and outside ATLAS, and creates vendors in ATLAS. Performs the Buyer role in ATLAs.
Ensures that purchase orders are duly prepared and dispatched and takes timely corrective action on purchase Orders with budget check errors and other problems.
Reviews procurement processes conduct by project, prepares submissions for the Local Contract Review Committee and HQ CRC and follows up accordingly and acts as Secretary of tender (evaluation) committee when delegated.
Organizes regular procurement orientation sessions to both country office staff and project counterparts.
Implements sourcing strategies and e-procurement tools, including establishing and managing a local preferred supplier data base and supplier selection and evaluation activities.
Provides researched information for more effective procurement process.
Ensures proper maintenance and management of all procurement files.
Evaluates the implementing agencies performance on their systems of materials management and recommends the appropriate measures to be taken.
Follow up the procured items received properly, inspects and verifies all incoming equipment, furniture and supplies and schedules deliveries to users.
Ensures that all furniture and equipment is tagged upon receipt and that the Transfer processes are followed immediately for procurements for implementing partners.
Prepares regular inventory reports and highlights exceptions to management, takes timely correction of exceptions noted.
Implements inventory and physical verification control in the country office and projects.
Prepares, certifies and makes timely submission of inventory reports and manages Assets in ATLAS ensuring that inventory records are up to date.
Supports management on Asset disposal and prepares necessary CAP documentation.
Synthesizes lessons learnt and best practices in Procurement and Asset management.
Any other duties assigned.
Job Requirement
Academic Requirements:
Bachelor’s degree or above in Business or Public Administration, Purchasing Management, or related field from recognized College/University.
Experience:
A minimum of five years professional experience in the field of procurement
Knowledge of automated procurement systems and experience in handling of web based management systems
Knowledge of ATLAS is an added advantage
Language skills:
Fluency in oral and written English. Another UN language would be an asset.
Required Competencies:
Values: Exemplifying Integrity, Demonstrating commitment to UNFPA and the UN System, Embracing diversity, Embracing change Core Competencies: Achieving results, Being accountable, Developing and applying professional expertise, Thinking analytically and strategically, Working in teams/managing ourselves and our relationships, Communicating for impact Required Skill Set: Managing the organizations financial resources, providing procurement services, ensuring facilities and assets management