Procurement and Logistics Associate Verified listing

The Position:

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

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

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

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering 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).

Knowledge and Experience:

Languages: 

• Fluency in oral and written English.