Job Number: 516720
Work Type : Fixed Term Staff
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you. For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Strategic office context:
The country programme's aim is that Tanzanian children, especially the most disadvantaged children and families, have access to and benefit from quality social services, knowledge and opportunities, and thereby have a fair chance in life. Achieving programme results for children and women is driven by several implementation strategies including demand quality services and strengthening national capacity to deliver quality and equitable social services. The supply Assistant at the GS5 level will support this objective by processing programme procurement requests for goods and services in line with UNICEF procurement guidelines.
Purpose for the job:
Under the general supervision of the Supply and Procurement Specialist, performs all procurement duties including requests for proposals and purchase orders for all kinds of goods and services, obtaining quotations from local vendors, monitors status of financing and maintains financial records of purchase allotment accounts, facilitates hotel bookings and prepare all procurement reports and document filling.
Key functions, accountabilities and related duties/tasks:
Summary of key functions/accountabilities:
Processing of procurement requests roles in line with UNICEF guidelines and procedures
Processing of procurement tender documents for establishment of contracts for more costly procurements required under the procurement procedures
Facilitating receiving of supplier invoices and processing payments
Processing of procurement reports and filling of all section documents
Processing of procurement requests roles in line with UNICEF guidelines and procedures
Receives and reviews requisitions for clarity, adequacy of specifications and completeness, confirms availability of funds, and obtains additional information considered necessary
Compiles lists of local sources of procurement, contacts local vendors for price quotations, prepares summary of bids including information on price and conditions of offer
Obtain quotations for all low value procurement requests
Drafts purchase order documents for supervisor's signature ensures distribution of signed purchase document to all required offices, and ensures obligation of funds is recorded
Processing of procurement tender documents for establishment of contracts for more costly procurements required under the procurement procedures
Drafts bid invitations and/or requests for price quotations and dispatch them immediately to potential suppliers
Facilitates bids opening in a transparent and efficient manner
Prepares bids tabulation and award recommendation forms and obtains approvals before preparing contracts
Coordinates Contracts Review Committee (CRC) meetings as required by arranging for suitable dates and rooms, and by preparing and distributing files containing the cases to be presented
Consolidates CRC documents, makes copies and circulates to members for reviews at least 48 hours prior to the schedule of the meeting.
Facilitating receiving of supplier invoices and processing payments
Receive and record all invoices submitted by suppliers
Review all invoices for correctness including delivered item quality and prices according to the contracts
Review all invoices for completeness of documentation before submitting to the relevant program/operations sections for payment
Ensures that supplier invoices are processed and paid on time
Processing of procurement reports and filling of all section documents
Generate and prepare regular procurement/supply reports from VISION system
Prepares correspondences in relation to supply unit requirements
Manages the Electronic information database - keeping all the files updated
Maintains proper manual and automated procurement files and records
Provides purchase information to receiving and inventory staff
Maintains procurement/supply and vendor references for easy retrieval.
Performs all the closing of account in the unit including identifying Purchase Orders to be obligated and draft outstanding orders list for verification by the supervisors.
Impact of Results
The efficiency and efficacy of the support and assistance provided by the Supply Assistant supports the strengthening of the supply section capacity in provide cost effective and timely delivery of supplies and services, which in turn strengthens UNICEF's capacity in helping the most vulnerable women and children in Tanzania.
Competencies and level of proficiency
Core Values
Commitment
Diversity and inclusion
Integrity
Core competencies
Communication (II)
Working with people (II)
Drive for results (II)
Functional Competencies
Deciding and Initiating (II)
Applying technical expertise (II)
Planning and organizing (II)
Following Instructions and Procedures (II)
Recruitment Qualifications
Education:
Completion of Secondary school education is required with certificates in business administration, Supply chain management, procurement and logistic shall be considered as an advantage.
Experience:
A minimum of 5 years of progressively working experience in supply chain/logistic/operations management
Language Requirements
Fluency of English and local language of the duty station required.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
Opening Date Thu Oct 04 2018 09:00:00 GMT+0300 (East Africa Time) E. Africa Standard Time Closing Date Sun Oct 21 2018 23:55:00 GMT+0300 (East Africa Time)
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