UN Jobs – Admin / Programme Associate – Procurement – United Nations Population Fund (UNFPA)

Organization: United Nations Population Fund
Duty Station: Kampala, Uganda
Reports to: International Operations Manager
Grade: G7
About UNFPA:
UNFPA, the United Nations Population Fund, is the lead UN
agency for delivering a world where every pregnancy is wanted, every birth is safe,
and every young person’s potential is fulfilled. UNFPA expands the
possibilities for women and young people to lead healthy and productive lives.
Since UNFPA started working in 1969, the number – and rate – of women dying
from complications of pregnancy or childbirth has been halved. Families are
smaller and healthier. Young people are more connected and empowered than ever
Job Summary:  The Admin/Programme Associate – Procurement
serves the procurement and contracting needs of the Uganda Country Office.
He/she will also support the design, planning and management of UNFPA’s country
programme by managing data inputs, providing logistical support, monitoring
project implementation and following up on recommendations. The Admin/Programme
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
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 UN Procurement working
The Admin/Programme 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 will also play an instrumental role in
facilitating UNFPA’s country programme and project implementation, supporting
design, planning and management, in the areas of population and development,
reproductive health and gender.
You will apply established systems and
procedures and assist in the creation of knowledge by compiling, synthesizing
and analyzing relevant information, developing appropriate mechanisms and
systems and ensuring compliance with procedures.
Key Duties and Responsibilities:  
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 consulting firms.
Monitors and evaluate 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 CSMT procurement working group request/ necessity.
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.
Assist in the capacity building of Implementing Partners on all aspects
of procurement and logistics management:
Provide support to IPs on Third Party
Other procurement & logistic related
Programme Support
Participating in the formulation of the country
programme and component projects, by compiling and analysing information
relevant to the UNFPA’s role in the country, drafting project documents and
work plans and preparing tables and statistical data.
Supporting the evaluation of project and
programme activities, establishing ways to assess achievement and recommending
corrective action as required; conducting field visits; participating in review
meetings and evaluation missions and preparing regular inputs to status and
progress reports.
Guiding routine implementation of assigned
projects, in coordination with national counterparts and project personnel,
coordinating delivery of project inputs; and ensuring participation of national
counterparts in training activities and study tours.
Providing logistical support to projects by
coordinating project related meetings, workshops and events. Training and
guiding project personnel and staff on national execution and programme
policies and procedures.
Supporting advocacy and resource mobilisation
efforts of the CO, by establishing and maintaining a network of donor and
public information contacts. Assisting with organizing and conducting donor
meetings and public information events, including preparing relevant background
material for these events.
Assisting in implementing knowledge management
strategies to capture lessons learned and best practices, sharing these with
management for future planning
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 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 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
curricula and materials for procurement and logistics trainings and conduct the
Exchanges relevant information and maintains an
open line of communication with colleagues and his/her supervisor.
Actively participates in CO and operations unit
Performs regular audits on stocks and stores.
Other: When appropriate, undertakes other related duties
assigned by the supervisor and/or Representative

Qualifications, Skills and Experience:
The ideal candidate for the United Nations
Population Fund (UNFPA) Admin/Programme Associate – Procurement job opportunity
should have completed secondary Level Education. First level university degree
At least seven years of related work experience.
Relevant experience in programme/ project
Experience in international, public procurement
or contracts and supplier management is highly desirable.
Experience with UN procurement, finance and
contracting regulations and procedures will be a decided advantage.
Certification in CIPS, procurement, forecasting,
or similar preferred.
Proven experience and track record in
successfully managing complex bid processes for complex products and services;
proven experience and track record in complex item and category management.
Experience in working in team and leading team
projects is highly desirable.
Knowledge of global health and pharmaceutical
market and stakeholders is an asset, especially in regards to sexual,
reproductive and maternal health.
Knowledge of legal aspects of contract
management is an asset.
Excellent working knowledge of MS Office (in
particular, applications related to database and data analysis), Atlas
(PeopleSoft or alternatively Oracle), E-filing system and other software
applications is required.
Leveraging the resources of national governments
and partners/ building strategic alliances and partnerships
Delivering results-based programmes
Internal and external communication and advocacy
for results mobilization
Languages: Fluency in English;
knowledge of other official UN languages, preferably French and/or Spanish, is
Exemplifying integrity
Demonstrating commitment to UNFPA and the UN
Embracing diversity in all its forms
Embracing change
Core Competencies:
Being Accountable
Developing and Applying Professional
Expertise/Business Acumen
Thinking analytically and Strategically
in Teams/Managing Ourselves and our Relationships
 Communicating for Impact
Functional 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.
N.B: There is no application,
processing or other fee at any stage of the application process. UNFPA does not
solicit or screen for information in respect of HIV or AIDS and does not
discriminate on the basis of HIV/AIDS status.
How to Apply:
All interested applicants who wish to join the United
Nations Population Fund (UNFPA) in the aforementioned capacity are encouraged
to click on the link below and follow the application instructions after
reviewing the job details.
Deadline: 8th March 2020
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