Supply Assistant United Nations at UNICEF Tanzania

UNICEF
works in over 190 countries and territories to save children’s lives,
defend their rights, and help them fulfill their potential, from early
childhood through adolescence.
At UNICEF, we are committed,
passionate, and proud of what we do. Promoting the rights of every child
is not just a job – it is a calling.

UNICEF is a place where
careers are built: we offer our staff diverse opportunities for personal
and professional development that will help them develop a fulfilling
career while delivering on a rewarding mission. We pride ourselves on a
culture that helps staff thrive, coupled with an attractive compensation
and benefits package.

Visit our website to learn more about what we do at UNICEF.
For every child, results.
The
fundamental mission of UNICEF is to promote the rights of every child,
everywhere, in everything the organization does — in programs, in
advocacy and in operations. The equity strategy, emphasizing the most
disadvantaged and excluded children and families, translates this
commitment to children’s rights into action. For
UNICEF, equity means that all children have an opportunity to survive,
develop and reach their full potential, without discrimination, bias or
favoritism. To the degree that any child has an unequal chance in life —
in its social, political, economic, civic and cultural dimensions — her
or his rights are violated.

There is growing evidence that
investing in the health, education and protection of a society’s most
disadvantaged citizens — addressing inequity — not only will give all
children the opportunity to fulfill their potential but also will lead
to sustained growth and stability of countries. This is why the focus on
equity is so vital. It accelerates progress towards realizing the human
rights of all children, which is the universal mandate of UNICEF, as
outlined by the Convention on the Rights of the Child, while also
supporting the equitable development of nations.

How can you make a difference?
The
Supply and Logistics Assistant will be reporting to the Supply and
Logistics Officer and will be responsible for assisting the
uninterrupted supply of affordable and good quality supplies and
services, adapted to the particular context and through compliance with
UNICEF’s policies, procedures and ethics standards.

Main Functions:
Procurement/contracting:

• Provide
  input to the formulation of the annual Supply Plan. Conduct data review
  and analysis for category management and assist in the development of
  procurement strategies. Support market research in relevant areas for
  UNICEF and assist in gathering evidence on the best approaches to
  sustainable and best value for money procurement.
• Where
  relevant, support product innovation and market shaping initiatives for
  specific categories of supplies and services providing relevant data.
• Liaise
  with colleagues from respective programme sections in planning
  procurement and contracting initiatives, supporting development of
  relevant specifications, terms of reference, and logistics arrangements
  and timelines. From lessons learnt, contribute with good practices to
  strengthen sustainability of supply chains.
• Prepares
  documentation for the 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), as might be requested by the Supervisor.
  Assists with bid openings, and technical and financial analysis of
  offers as might be required. Conduct clarifications with suppliers.
• 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 of procurement processes.
  Liaise with suppliers, ensuring timely follow-up on delivery schedules
  Implement appropriate vendor management practices e.g. supply
  performance reviews.
• Regularly monitor dashboard reports and
  coordinate to ensure necessary supply action is taken in a timely manner
  in support of UNICEF Programmes.
• Regularly extract reports on
  the status of the existing LTAs, contracts, Purchase Orders (POs) and
  take necessary action in coordination with the relevant Programme.
• Conduct
  local market surveys on ongoing and regular basis for identification of
  potential suppliers to procure the goods and services at competitive
  costs.

In-country logistics:

• Provide
  input on the logistics component of the supply plan, including advising
  on infrastructure constraints (e.g. customs clearance, port capacity,
  transport options and warehousing capacity) and different delivery
  mechanisms. Keep track of demurrages and detention charges. Negotiate
  with Airport/Port/Shipping Line for waiver of demurrage/detention
  charges whenever required. Calculate budget requirements for various
  delivery modalities and ensure establishment of budget with the
  colleagues from the respective programme sections.
• Liaise with
  supply colleagues as well as colleagues from respective programme
  sections, use supply dashboards to ensure pipeline monitoring
  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.
• Provide support in logistics, following
  standard processes and contributing, directly or indirectly, to the
  effective delivery of programme supplies. Liaise with internal and
  external stakeholders to support logistics operations management and
  contribute to effective service delivery.
• Review needs for
  contracting of logistics third party services (e.g. customs clearance,
  warehousing, transport, distribution) and transmit all supporting
  information for contracting of such service providers including
  establishment of KPIs and performance monitoring mechanisms.
• Maintain
  and process documentation 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:

• Following
  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, assists the implementation of new warehouse
  facilities which may include installation and assembly of temporary
  warehouse structures (e.g. Wiik-Halls/Rub Halls type structures).
• Support
  to the maintenance of 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. Keep track
  of near to expiry supplies ensuring FIFO and FEFO approaches.

Alternative delivery mechanisms and procurement services:

• Ensures
  continuous availability of data related to procurement, including
  forecasting, requisitions received, orders placed, incoming goods,
  actual delivery schedules. Prepares periodic reports, and ad-hoc reports
  as needed.
• 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).
• Assist
  in activities that lead to building partnerships and collaborative
  relations with UN organizations to support harmonized and collaborative
  procurement and logistics arrangements.
• Support Procurement
  Services (PS) transactions and projects in collaboration with programme
  sections and UNICEF Supply Division (SD). As appropriate, support
  partners on forecasting and costing of PS-channel supplies. Monitor the
  submission of requests, PS cost estimates, 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 programme colleagues and partners regarding partnership requests
  and negotiations as required
• Maintain up-to-date files for all
  Procurement Service transactions, including a system for monitoring the
  various 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),
  assist the arrival, customs clearance, storage, packing and in-country
  distribution of PS commodities to the agreed delivery point.

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,
  provide inputs towards establishment of processes or manuals to support
  effective workflows.

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To qualify as an advocate for every child you will have…
Minimum requirements:
[Include
the vacancy requirements aligned to the category and level of the
position. You can see examples in the branded VA example.]

• 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 Work Experience: A minimum of 5 years of relevant administrative
  experience in supply chain management or a commercial context is
  required. Understanding of development and humanitarian work is an
  advantage.
• Language Requirements: Fluency in English is
  required. Knowledge of another official UN language (Arabic, Chinese,
  French, Russian or Spanish) or a local language is an asset.

Desirables:
Developing
country work experience and/or familiarity with emergency. [Please do
not remove this desirable; it should be present in all advertisements]

For every Child, you demonstrate…
UNICEF’s
Core Values of Care, Respect, Integrity, Trust and Accountability and
Sustainability (CRITAS) underpin everything we do and how we do it. Get
acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…
(1) Builds and maintains partnerships

UNICEF
is here to serve the world’s most disadvantaged children and our global
workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone,
irrespective of their race/ethnicity, age, disability, gender identity,
sexual orientation, religion, nationality, socio-economic background,
or any other personal characteristic.

UNICEF offers reasonable accommodation
for consultants/individual contractors with disabilities. This may
include, for example, accessible software, travel assistance for
missions or personal attendants. We encourage you to disclose your
disability during your application in case you need reasonable
accommodation during the selection process and afterwards in your
assignment. 

UNICEF has a zero-tolerance policy on conduct that
is incompatible with the aims and objectives of the United Nations and
UNICEF, including sexual exploitation and abuse, sexual harassment,
abuse of authority and discrimination. UNICEF also adheres to strict
child safeguarding principles. All selected candidates will be expected
to adhere to these standards and principles and will therefore undergo
rigorous reference and background checks. Background checks will include
the verification of academic credential(s) and employment history.
Selected candidates may be required to provide additional information to
conduct a background check.  

Remarks:  
Only shortlisted candidates will be contacted and advance to the next stage of the selection process. 

Individuals
engaged under a consultancy or individual contract will not be
considered “staff members” under the Staff Regulations and Rules of the
United Nations and UNICEF’s policies and procedures and will not be
entitled to benefits provided therein (such as leave entitlements and
medical insurance coverage). Their conditions of service will be
governed by their contract and the General Conditions of Contracts for
the Services of Consultants and Individual  Contractors.

Consultants and individual contractors are responsible for determining
their tax liabilities and for the payment of any taxes and/or duties, in
accordance with local or other applicable laws. 

The selected
candidate is solely responsible to ensure that the visa (applicable) and
health insurance required to perform the duties of the contract are
valid for the entire period of the contract. Selected candidates are
subject to confirmation of fully-vaccinated status against SARS-CoV-2
(Covid-19) with a World Health Organization (WHO)-endorsed vaccine,
which must be met prior to taking up the assignment.

It does not apply
to consultants who will work remotely and are not expected to work on or
visit UNICEF premises, programme delivery locations or directly
interact with communities UNICEF works with, nor to travel to perform
functions for UNICEF for the duration of their consultancy contracts.
Go to our Homepage To Get Relevant Information.
Advertised: 09 Jul 2024 GMT Daylight Time
Deadline: 22nd Jul 2024 GMT Daylight Time