Procurement Associate

Job description

The Position:

The United Nations Population Fund-UNFPA Peru in its X Country Program , establishes products, strategies and activities in five large areas, in coordination with different institutions of the central government and sub-national governments.

To fulfill the work plans and established goals, a Procurement Associate is required to lead the purchasing processes in the country office.

The Procurement Associate is responsible for supporting the effective management of UNFPA program activities in the procurement areas, demonstrate a customer- and results-oriented approach to interpreting standards, procedures and guidelines; will provide quality services in the procurement, management and supply chain administration processes and will provide support and guidance to the programme and project team of the UNFPA Office in Peru

You will report to the Administration and Finance Associate,

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 , 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:

The Procurement Associate delivers quality services in procurement to internal and external clients, mastering all relevant rules, guidelines, processes, and procedures; providing support and guidance to the Country Office and UNFPA supported programme and projects.

You would be responsible for:

a) Supervises, executes and coordinates procurement activities

• Ensures the timely and proper preparation of procurement plans for the office and projects, as well as monitoring their implementation.
  
  
• Analyzes purchasing requirements and needs, communicates with requesters to ensure correct information entered the ERP system, clarifies specifications and terms of reference by defining the appropriateness of products, delivery requirements, and the dates on which they will be delivered.
  
  
• Processes purchase documentation and forms for transactions under USD 5, shopping), quotation requests, proposal requests, and bidding invitations.
  
  Assesses proposals, potentially negotiating with suppliers, to ensure selection of the most cost-effective and high-quality options.
  
  Compiles files for submission to either the UNDP Local Contracts Committee or the UNFPA Contract Review Committee, as required.
  
  
• Processes and issues purchase orders and contracts within and outside the UNFPA system and/or ERP.
  
  Ensures timely and appropriate tracking of pending purchase orders in the system.
  
  Ensures timely corrective actions on purchase orders where budget verification or other issues are necessary.
  
  
• Ensures delivery timelines match purchase orders by closely monitoring the process.
  
  Communicate with suppliers and requesters to address potential delays and maintain agreed-upon dates.
  
  
• Reviews and validates invoices and contacts finance personnel and/or the supplier involved to guarantee and validate the payment process once compliance is met.
  
  
• Coordinates with the Supply Chain Management Unit (SCMU) to ensure timely tracking of procurement on behalf of the country office or external clients (so-called Third-Party Procurement).
  
  
• Tracks suppliers' delivery timeliness, product quality, and commercial viability to assess performance.
  
  
• Ensures the implementation of adequate monitoring and control of contracting processes.
  
  
• Develops and manages the supplier registry, development of supplier selection and evaluation mechanisms, quality, and performance measurement.
  
  
• Responsible for asset management.
  
  
• Presents reports on procurement processes in the country office (CO).
  
  
• Maintain an updated directory of the office's regular suppliers.
  
  
• Participate and support the OMT Procurement subgroup and activities.
  
  

b) Provides advice and guidance to UNFPA staff, implementing partners and other parties on procurement processes and procedures

• Follows up on procurement-related queries and requirements submitted by UNFPA staff, implementing partners, and other parties, providing timely responses.
  
  
• Communicates changes or updates to procurement processes and procedures, and provides clarification and guidance on requirements.
  
  
• Ensures applications and submissions adhere to procurement procedures and addresses any instances of non-compliance.
  
  
• Guides Program staff on system issues, including ERP usage and procurement planning related to specifications, pricing, and cost analysis.
  
  
• Organizes procurement-related training for operations/program staff as well as implementation associates.
  
  

c) In case of a co-financing agreement, ensure adequate control of Reproductive Health supply projects and other assets, focusing on achieving the following results

• Coordinates the importation of reproductive health supplies, census and survey equipment, training materials, and personal protective equipment for healthcare workers.
  
  
• Monitors and manages the appropriate distribution of these items.
  
  
• Coordinates receipt documentation to finalize deliveries.
  
  
• Updates and maintains shipment tracking details within the Quantum/ERP system.
  
  

d) Monitoring of the supply chain in response to compliance with last-mile assurance

• Coordinates with program areas to gather contact information for donation files.
  
  
• Prepares essential documents, including Inspection and Reception Reports, Delivery Slips, Program Supply Distribution Agreements, and Distribution Lists.
  
  
• Records physical deliveries to counterparts, implementing partners, and institutions.
  
  
• Schedules timely program supply inventory spot checks.
  
  
• Generates reports on the donation status of program supplies awaiting distribution.
  
  

e) Support in asset management

• Support in the monthly monitoring of assets and attractions that are physically located at UNFPA as well as at the staff's home due to exceptional situations according to authorizations following corporate policies.
  
  
• Support in the preparation of the annual inventory certification.
  
  
• Support in the documentation for assets disposal and attractive assets according to the modalities detailed in the standard related to asset management.
  
  

f) Other activities that could be designated to the staff.

Qualifications and Experience:

Education:

• A minimum Secondary Diploma is required.
  
  
• A Bachelor's degree in administration, business administration, supply chain management, industrial engineering and/or related career would be desirable, but not a requirement.
  
  

Knowledge and Experience:

• A minimum of 6 years of experience relevant to the position.
  
  
• Desirable experience in purchasing and/or international logistics processes.
  
  
• Desirable experience in purchasing management in the public sector.
  
  
• Desirable experience in a customer-oriented international organization.
  
  
• Knowledge of United Nations purchasing procedures and regulations is desirable.
  
  

Languages:

Fluency (speaking and writing) in English and Spanish is required.

Others:

• Proficiency in the Windows, Google Suite and Microsoft Office environment (MS Word, Excel, PowerPoint) required.
  
  Desirable proficiency of MS project or similar package.
  
  
• Familiarity with PowerBI is desirable.
  
  

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results, Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact Result-based orientation

Functional Competencies:

• Demonstrate strong coordination and organizational skills
• Develop, coordinate and advise on strategic and programmatic partnerships
• Results orientation and results-based management
• Proactive in developing strategies to achieve objectives
• Drivers for change and improvements.
  
  

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance.

We are committed to ensuring gender parity in the organization and therefore encourage women to apply.

Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity.

Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Required Skill Profession

Other General