Overview
The Procurement and Logistics Associate supports the efficiency, effectiveness, and integrity of the overall supply chain function within the UNFPA Country Office. The role is responsible for the execution and coordination of procurement and logistics activities to support effective programme implementation and humanitarian assistance.
Key Responsibilities
- Support the preparation, consolidation, monitoring and follow-up of procurement plans.
- Provide guidance to requestors on specifications, terms of reference, procurement methods, documentation requirements and timelines.
- Draft and process solicitation documents for goods and services.
- Support bid opening, evaluation and award recommendation processes.
- Conduct market research and supplier sourcing.
- Create and process vendor records, requisitions, purchase orders and other procurement transactions in the UNFPA ERP system.
- Coordinate with suppliers and internal stakeholders on order execution, delivery schedules, contract amendments, invoice processing and other follow-up actions.
- Monitor supplier and contract performance.
- Maintain the services of joint long-term agreements (LTAs) and support Memorandums of Agreement (MOAs).
- Ensure all procurement actions are carried out in full compliance with UNFPA procurement policies, procedures, templates and internal control requirements.
- Ensure a complete audit trail of documentation is maintained for each procurement process.
- Support day-to-day logistics operations, including receipt, inspection, storage, transportation and distribution of goods and supplies.
- Coordinate customs clearance and related documentation for international shipments.
- Ensure accurate and timely documentation and data entry in the Ukrainian Humanitarian Aid System.
- Support the management of UNFPA inventory and stock levels.
- Prepare, review and maintain logistics and distribution documentation.
- Maintain timely and accurate recording of inventory movements and locally procured goods transactions in designated tracking systems.
- Coordinate warehousing and distribution arrangements.
- Support the planning and execution of distributions, inter-agency convoy requests and other humanitarian logistics movements.
- Support Last Mile Assurance and other monitoring activities related to supplies, warehousing, distribution and end-use tracking.
- Coordinate the documentation and follow-up of discrepancies, losses, damages, returns and disposal of expired or damaged goods.
Required Experience
- Six (6) years of relevant experience in procurement, logistics and administration with humanitarian/development agencies.
- Experience in the usage of MS Office (Word, Excel) and advanced knowledge of spreadsheet and database packages.
- Strong knowledge of public procurement and logistics procedures and best practices.
- Knowledge of legal aspects of contract management is an asset.
- Prior experience with the UN Agency or International Organization in the field of procurement and logistics is desirable.
- Familiarity and experience with Quantum or other ERP systems would be an asset.
Qualifications
- Completed Secondary Level Education required.
- First level university degree in business or any other relevant field is preferable.
