UNFPA, United Nations Population Fund, in the world’s largest international source of funding for population and reproductive health programmes. UNFPA works with governments and non-governmental organizations in over 140 countries in all matters related to the reproductive system. Reproductive health is recognized as a human right, part of the right to health. UNFPA assists countries to formulate population policies and strategies in support of sustainable development.

TITLE: Procurement Associate
CATEGORY: GS6
Duration: Fixed Term Appointment; One Year Initially
Duty Station: Accra, Ghana
Organizational Unit: UNFPA Country Office

Main Tasks and Responsibilities:
Management of Office Procurement:

•   Provides advice and systems to assist CO staff in proper forecasting, procurement planning and logistics management within their sphere of work in each of UNFPA’s thematic programming areas
•   Reviews procurement request and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost effective manner; recommends procurement decision
•   Ensures the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records. Provides regular updates on procurement timelines and ensures regular communication within UNFPA and externally with partners of the expected delivery dates.
•   Monitors and evaluate effectiveness of procurement processes with the country office and its decentralized office and ensure compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggestion changes for improvement where and when necessary
•   Oversees local procurement in the country office and participates on the UNCT procurement panels and committees upon request/ necessity
•   Ensures 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
•   Maintains up-to-date complete records, documentation and filing of all procurement processes
•   Ensures that evaluations of service providers are completed in the correct an timely manner; and that the associated follow-up actions are implemented
•   Develops and maintains a list of UN an UFPA preferred suppliers. Develops sound working relationships with suppliers and third party procurement customers
•   Establishes and maintains working relationships with procurement/technical colleagues in tohet UN agencies.
•   Performs the dispatching function for the country office; advising staff when procured goods arrives. Ensures the checking and timely collection of procured goods by programme staff; and puts measures into place to ensure that this happens
•   Performs regular audits on stocks and stores.

Asset management

•   Maintains and manages the asset register; including yearly certification
•   Maintains and monitors assts per location and assts per custodian list
•   Manages the repair process for assts; so that control of assets can be maintained (in terms of which assets leave the building)
•   Checks when equipment is due for replacing and manages the disposal of such equipment; including performing the necessary administration

Administrative Support:

•   Ensures the timely completion of all procurement administrative requirements
•   Fulfils the role of ‘Buyer’ on Atlas and other Atlas functions relating to procurement

People Management & Leadership:

•   Provides information, technical advice and guidance on all aspects of financial management; including NEX procedures, auditing, budgets, and cash flow management;  liaising and advising on best practices as necessary in-house as well as with external stakeholders.
•   Exchanges relevant information and maintains  an open line of communication with colleagues and his/her supervisor.
•   Actively participates in CO and operation unit meetings

Other

When appropriate, undertakes other related duties assigned by the supervisor and /or Representative.

Required Competencies
Functonal Competencies:

•   Implementing management systems
•   Business acumen and ability to multi- task and balance competing priorities.
•   Innovation and marketing of new approaches.
•   Pro- activeness and client orientation
•   Organizational awareness.
•   Job knowledge-technical expertise

Core Competencies:

•   Values Integrity/commitment to mandate. Knowledge sharing/continuous learning, valuing diversity.
•   Managing Relationships: Working in teams, Communicating information and ideas, Conflict and self management
•   Working with people: Empowerment/Developing people/Performance management.
•   Personal Leadership and Effectiveness: Strategic and analytical thinking, Results orientation/Commitment to excellence, Appropriate and transparent decision making.

Qualification Required & Experience

•   University degree in Commerce related field, business administration or related field.
•   Advanced university degree in business administration, procurement or related field is an advantage.

Experience:

•   At least 6 years progressively  responsible experience in procurement operations in a multi-cultural environment

Languages:

•   luency in oral and written English.

Computer Skills:

•   Proficiency in current office software applications
•   Proficiency in Atlas, PeopleSoft, and other computerized applications used by the UN

Location: Accra

How To Apply For The Job

Applications to be addressed to the Representative at:

ghana.office@UNFPA.org

Closing Date: 13 December, 2013

Completion of United Nations Personal History form (P11) is mandatory. Download   form at http://ghana.unfpa.org/ index.php (See Job Opportunities link)

Should you require any further information, do write to morcher@unfpa.org Only shortlisted candidates will be contacted. Women are encouraged to apply. Successful candidate should be ready to assume duty at short notice.