Supply and Logistics Associate

(Temporary Appointment) Supply and Logistics Associate, GS-6 Level, Post # 00116441, Ha Noi, Viet Nam (for Vietnamese Nationals)

Job no: 540611

Position type: Temporary Appointment

Location: Viet Nam Division/Equivalent: Bangkok (EAPRO), Thailand

School/Unit: Vietnam

Department/Office: Hanoi, Vietnam

Categories: Supply/Logistics, Support: Operations

UNICEF works in some of the world's toughest places, to reach the world's most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

https://www.unicef.org/vietnam/

For every child, business partner

Job organizational context: Within the context of increased demand and response related to COVID-19 in Vietnam , new areas for sourcing of services to support private sector fund-raising and increased needs of the office, additional support is needed within the procurement team. The Supply and Logistics Associate performs highly skilled work on UNICEF supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the senior GS level for specialized supply chain work and requires advanced specialized knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for Associates to lead and carry out responsibility for end to end supply chain management from the beginning to the end of the process and provide input into the design and development of improved supply chain services and delivery mechanisms.

Duration: 364 days.

How can you make a difference?

Key functions, accountabilities and related duties/tasks:

Supply Chain Service Delivery and Response:

Planning:

- In consultation with supervisor, provide input to the Country Programme Action Planning and advise on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose of products and services.

- Provide input to and advice on the annual supply plan. Conduct data review and analysis for category management and development of procurement strategies. Conduct market research in relevant areas for UNICEF and advice on best approaches to obtain best value for money and sustainable procurement. Support product innovation and market shaping initiatives for specific categories of supplies and services.

Procurement/contracting:

- Liaise with clients in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Take into account opportunities to strengthen sustainability of supply chains.

- Ensure establishment of Long Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs). Organize bid openings and conduct technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers. Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work.

- Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP - Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.

- Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules. Implement appropriate vendor management practices e.g. supply performance reviews.

- Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

In-country logistics:

- Provide logistics input to the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Advise on budget requirements for various delivery modalities and ensure establishment of budget with clients.

- Liaise with supply colleagues as well as clients and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.

- Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

Warehousing and inventory management:

- Manage UNICEF warehouse facilities and operations in line with UNICEF policies and procedures. Assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to supervisor. Assess new warehouse facilities when required. If necessary, implement and organize new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wiik-Halls/Rub Halls).

- Maintain appropriate warehousing and inventory management processes in support of the country programme implementation. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained.

- Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.

- Supervise receipt of consignments and dispatch of supplies.

- Prepare stock reports. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee.

Alternative delivery mechanisms and procurement services:

- Support assessment of and collaboration with implementing partners including civil society, for establishment of Programme Cooperation Agreements (PCAs), and monitoring of supply components under Harmonized Approach to Cash Transfers (HACT).

- Participate in events/meetings that build partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.

- Facilitate Procurement Services (PS) transactions in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies. Monitor the issuance of Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. Support communications and follow up with COs with regard to partnership requests and negotiations as required.

- Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the different stages of each transaction.

- Monitor the incoming pipeline of PS shipments. If required based on the division of responsibilities agreed in the Memorandum of Understanding (MoU) and Cost Estimate (CE), supervise the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point.

- In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the supply chain process to make it more effective.

Other duties/responsibilities:

- In collaboration with supervisor, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals and the team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows.

- Cooperation with other UN agencies to develop, implement and evaluate LTAs in common areas. Increased utilization of common UN LTAs and LTAs of other UN agencies under the mutual recognition policy.

To qualify as an advocate for every child you will have...

Education: - Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.

Experience: - A minimum of 6 years of relevant administrative experience in supply chain management or a commercial context is required. Understanding of development and humanitarian work is an advantage.

Required Skills: - Thorough knowledge of a range of specialized topics, including the relevant supply chain policies, partnership mechanisms, rules and regulations.

- High level of proficiency or skill is required in the interpretation and application of specialized rules and regulations to the particular circumstances of complex individual cases.

- Experience using MS Word, Excel, PowerPoint and other UNICEF office tools.

- Demonstrated understanding of the relevant supply chain processes and ability to consistently apply relevant policies, procedures and good practices in the daily work. Good judgement in order to handle complex cases including considerations for exceptions.

- Ability to develop and maintain effective working relationships with clients, suppliers and colleagues and gain the assistance and cooperation of others in a team endeavor.

- Ability to use supply related modules within UNICEF ERP system.

- Ability to establish priorities and plan his/her own work and plan, coordinate and monitor the work of those under his/her supervision.

- Ability to draft clear and concise reports or rationale for supply related decisions on key issues.

For Every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

Core Competencies

- Demonstrates Self Awareness and Ethical Awareness (1)

- Works Collaboratively with others (1)

- Builds and Maintains Partnerships (1)

- Innovates and Embraces Change (1)

- Thinks and Acts Strategically (1)

- Drive to achieve impactful results (1)

- Manages ambiguity and complexity (1)

Functional Competencies

- Analyzing (2)

- Learning and Researching (2)

- Planning and organizing (2)

- Following Instructions and Procedures (2)

To view our competency framework, please visit here.

Click here to learn more about UNICEF's values and competencies.

What we can offer you? Our staff are offered attractive salary and excellent package of benefits: Competitive salary: Ranging from USD19,611 (net annually), depending on qualifications and experience.

Pension benefits: You will become a participant in the United Nations Joint Staff Pension Fund ( https://www.unjspf.org)

Health insurance scheme: You and your eligible dependents will be covered by the UN Medical Insurance Plan ( https://www.un.org/insurance/plans/medical-insurance-plan-mip)

Professional Development: The encouragement of professional development for all staff is one of UNICEF's core values and we put this into practice through various services and initiatives. You will have different learning opportunities to strengthen your skills and competencies.

Be part of the United Nations: As an International organization that is part of the United Nations system, you will be considered an International Civil Servant and you will have career opportunities inside and outside the country.

Quality working conditions: - The workplace and working conditions are a huge asset for all UNICEF employees. Our staff are working in the Green One UN House- the first building in Viet Nam to be awarded gold LOTUS certification from the Viet Nam Green Building Council for efficient and environmentally sustainable use of resources and operations.

- We offer flexible working arrangements: flexible working hours, compressed work schedule, teleworking, job sharing.

- We provide different types of leave to allow for rest and relaxation as well as unforeseen events like illness: annual leave, parental leave up to 24 weeks, sick leave and special leave.

- We provide support for pregnancy and breastfeeding (time off from work during the day for the purpose of breastfeeding infants or expressing milk. A private room and a refrigerator for storing milk are available in the office).

- We also provide mental well-being/ psychological support.

Qualified candidates are kindly requested to apply and upload the following documents to the assigned requisition in UNICEF Vacancies: https://www.unicef.org/about/employ/