Under the overall guidance and direct supervision of the International Operations Manager, the Logistics and Procurement Associate serves the procurement and contracting needs of the Somalia Country Office.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

Under the overall supervision of the Head of Office and the direct supervision of the International Operations Manager (IOM), the Logistics & Procurement Associate delivers quality services in Procurement, Logistics, and supports the General Administration 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.

You would be responsible for:

Duties and Responsibilities

The Logistics & Procurement Associate is responsible for all downstream supply chain activities, including:

A. Procurement

 Provides support to the International Operations Manager in carrying out the procurement processes including preparation or review and evaluation of RFQs, ITBs or RFPs documents, as well as the conduct of quotation analysis

 Support the market research. Maintain an accurate and active supplier base in support to UNFPA procurement requirements.

 Liaise with other UN agencies to obtain information of existing contracts and sharing information.

 Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the IOM;

 Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost effective manner.

 Assists the International Operations Manager in the processing of long term agreements in accordance to UNFPA rules, regulations and procedures.

B. Logistics

 Reviewing and updating on a quarterly basis the information in the Country Profile Database for accuracy and completeness;

 Completing all FO pre-shipment coordination activities (warehouse readiness checks, notifying IPs, obtaining customs clearance documentation, authorizing shipments, etc.);

 Timely maintaining OTS data requiring FO input (e.g. shipment documents received date, goods arrived date, etc.);

 Ensuring timely completion of customs clearance procedures;

 Coordinating and executing all steps necessary to successfully receive and inspect incoming shipments;

 Initiating and documenting any communications as regards discrepancies, damage or other issues identified during the receiving and inspection process;

 Delivering the goods to either UNFPA or IP warehouses.

The Procurement Associate ensures proper and effective use of UNFPA’s and external 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 the Somalia BOS, One UN working groups on procurement and Long Term Agreements, and on Government and NGO Committees that deal with procurement using UNFPA core or co-financing funds.

 The Procurement 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 Office Procurement:

 Prepares 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 UNFPA country office procurement portfolio.

 Liaises 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.

 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 requests 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.

 Maintains a roster of vendors.

 Monitors and evaluate the effectiveness of procurement processes within the Country Office and its decentralised office and ensures compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.

 Oversees local procurement in the Country Office and participates on the BOS and One UN procurement working group request/ necessity.

 Ensures coordination with UNFPA Procurement Services Branch and Facilities Management Services, UNDP 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.

 Work closely with the CO RHCS personnel, Ministry of Health on RH commodities and Medical equipment as from ordering, tracking and reception.

 Maintains up-to-date and complete records, documentation and filing of all procurement processes.

 Ensures that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.

 Develops and maintains a list of UN and UNFPA preferred suppliers. Develops sound working relationships with suppliers and third party procurement customers.

 Establishes and maintains working relationships with procurement/technical colleagues in other UN agencies.

 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.

 Performs regular audits on stocks and stores

B. Assist in the capacity building of Implementing Partners on all aspects of procurement and logistics management:

 Work closely with the Ministry of Health on RH commodities and Medical equipment from ordering, tracking, and reception.

 Provide support to IPs on Third Party Procurement

 Ensure proper coordination between IP and PSB through the smooth flow of information, clearance, and shipping documents.

 Follow up with the IP for timely clearance of consignments and update and monitor the status report to the office at regular intervals.

 Support IPs in proper trade and distribution of commodities and RH equipment as and when necessary.

 Other procurement & logistic-related activities.

C. Administrative Support:  Ensures the timely completion of all procurement administrative requirements.

 Fulfills the role of “Buyer” on Atlas and other Atlas functions relating to procurement.

 Coordinate with the Asset Focal Point in the transfer of assets to the Atlas Asset Module.

D. People Management & Leadership:

 Provides information, technical advice, and guidance on all aspects of procurement and supply chain including commodity types, 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.

 Keeps Country Office personnel abreast of the latest developments in policies and procedures and all PSB activity as this relates to the Country Office including regular reporting of procurement activities.

 Promotes local capacity building in procurement and logistics.

 Designs and develop templates, curricula, and materials for procurement and logistics training and conduct the latter.

 Exchanges relevant information and maintains an open line of communication with colleagues and his/her supervisor.

 Actively participates in CO and operations unit meetings Other:

Other

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

Work Relations

Internal contacts include the Head of Office/Programme Manager, International Operations Manager, the CO’s Operations team, and all the thematic units (main office and sub-offices).