Procurement and Logistics Associate Verified listing

Under the guidance of International Operations Manager and in close collaboration with Administrative Associate and Supply Chain Analyst, the Procurement and Logistic Associate provides procurement and logistic support to the office. S/he is responsible for execution and coordination of procurement and logistics activities.

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:

• Procurement tasks 
• Conducting procurement activities and logistical coordination on behalf of the COs;
• Preparing Requests for Quotations (RFQs), Invitation to Bids (ITBs)/Request for Proposals (RFPs). Responding to all request for bid clarifications from the prospective bidder while ensuring transparency of the process, evaluates bids received and reviews recommendations from the technical panel and financial panel ensuring that the evaluation process is performed consistent with the requirement specified in the bid, prepares Contracts Review Committee (CRC) submissions whenever applicable and/or negotiations with suppliers to ensure that the most cost effective proposals are selected;
• Presentation of reports on procurement in the CO
• Consulting with requestors on specifications, advises on the best processes and initiates purchase procedures;
• Conducting market research to identifying potential suppliers for goods and services to be procured;
• Reviewing logistics documentation, ensuring that all necessary documents are properly prepared
• Processing, issuing and managing Purchase Orders using the Enterprise Resource Planning (ERP) system of UNFPA after ensuring completeness of the requests to reflect vital details and confirming that the most cost effective proposals are selected, communicated and followed up with the customers;
• Issuing POs in accordance with the guidelines provided by the SCMU

B.    Uninterrupted supply of reproductive health commodities in sufficient quantities

• Assist project partners in analyzing and disseminating data on the movement and utilization of reproductive health commodities; Prepare quarterly reports on reproductive health commodity situation, including stock positions and use;
• Provide support to procurement planning and order tracking processes;
• Rely on minimum/maximum inventory system and stock level information as inputs to the procurement planning process;
• Facilitate the preparation of a detailed distribution plan for reproductive health commodities in close coordination with government partners, Aga Khan Foundation and other project stakeholders;
• Facilitate customs clearance procedures and transportation of reproductive health commodities to the project target districts.
•  Ensure compliance with policies and procedures including the CO SOPs

C. Capacity development support in supply chain management

• Facilitate trainings on Logistics Management Information System (LMIS);
• Follow up on developing guidelines on RHCS including LMIS/supply chain management in close consultation and coordination with the International Programme Coordinator;
• Provide support to introducing inventory control systems in the target health facilities to prevent both over-stocking and stockouts of reproductive health commodities.D. Administrative support
• Ensure that all official documents are prepared and kept in the project files for retrieval and archiving;
• Facilitate programme activities, or relevant missions, by arranging meeting schedules, coordinating logistical support, collecting reference documents, and maintaining records;
• Prepare necessary documentation, minutes of meetings and notes to file for relevant transactions (e.g. grant agreements, services contracts);
• Ensure facilitation of knowledge‐sharing between programme and operations;
• Provide support to updating assets and timely disposal of obsolete assets;
• Draft routine project related correspondence.
• Carry out any other duties as may be required by UNFPA leadership.

Education:  

• Completion of Secondary Education is required. A Bachelor’s degree in procurement, logistics, business administration, finance, management, or a related field is desirable.

Knowledge and Experience: 

• Minimum 6 years of progressively responsible experience in procurement, logistics, or supply chain management, preferably within the public or health sector.
• Experience supporting procurement and supply management processes, including preparation of purchase requests, vendor coordination, tracking of deliveries, and documentation.
• Working knowledge of supply chain operations, including basic forecasting, inventory management, warehousing, and distribution.
• Familiarity with organizational policies, procedures, and enterprise systems related to procurement and logistics.
• Ability to manage records, maintain confidentiality, and handle information with discretion.
• Strong drafting, minute-taking, and documentation skills.
• Proficiency in standard office software applications (e.g., MS Office suite).

Languages: 

• Fluency in oral and written English.