Job Title: Procurement Associate
Type of Contract: Fixed Term Appointment (FTA)
Post level: ICS 06
Duty Post: Abuja
Duration: One (1) Year (renewable but subject to satisfactory performance)
Duties and Responsibilities
The incumbent reports to and receives guidance and policy support from the Operations Manager who leads the Nigeria Office that serves the procurement and contracting needs of their geographical areas and ensuring that procurement and commercial considerations are fully taken into account in country programmes. S/he coordinates procurement activities and processes in accordance with the organization s mandate, financial rules and regulation and procurement procedures of the UNPFA. The contracting activities encompass procurement, contracting, and contract management of institutional goods and services suppliers for UNFPA s programs and for external clients, which include, Developing Country Governments, donors. NGOs, and other UN organizations as well as internal customers.
Contract Management
Assist the Office Manger, contracts in the management of long-term agreements in accordance with UNFPA rules and regulation, procedures, including:
- Review accuracy and completeness of specifications for good/services to be contracted:
- Undertake market research to include all potential good/services providers;
- Prepare and issue Requests for Quotations and Invitation to Bids;
- Evaluate quotations/offers and recommend suppliers as appropriate;
- Prepare submission/recommendation to the CAP and CRC if applicable:
- Develop and draft contracts for clearance by Programme Specialists / Operations Manager and obtain approval from the Representative; Support in the issuing of contracts;
- Follow up on performance (details below);
- Maintain an accurate and updated list of all UNFPA long-term agreements with dates of renewals.
- Liaise with internal customers and suppliers; Investigate and follow up on any contractual related problem/inquiry to ensure suppliers adequate performance and customers satisfaction.
- Monitor the performance of L T A suppliers in reference to established Key Performance Indicators.
- Provide prompt responses to follow up on any query submitted by other UNFPA departments and/or clients whether directly involved or not.
- Coordinate and administer the information flow related to products and services available through Long Term Agreement, including prices, terms and conditions, validity of contracts and technical as well as logistical information in electronic form that may be available in the office or for other relevant parties as required.
- Monitor and maintain the UNFPA Nigeria internet site, making sure all information is up to date. Liaise and coordinate with corresponding responsible branches in OMS in reference to technical developments and enhancements to provide informative and accurate content.
Undertake market research in order to evaluate potential new suppliers. Update new suppliers in the Field Office list of Approved suppliers. Advice new suppliers as to registration requirements and procedures. Register new suppliers in the ERP system. Keep abreast of market trends and developments in purchasing related field. Maintain an accurate and active supplier database in support of UNFPA procurement requirements. Liaise with other United Nations agencies to obtain information of existing Long Term Agreements and contracts to be able to utilize them in reference to UNFPA requirements.
Coordinate and administer the flow of vendor information in the ERP system and the United Nations Global Market Place (UNGM), including evaluation of supplier registrations in accordance with established criteria
Qualification & Experience
I) The ideal candidate should Be a Nigerian national (Male or Female).
II) Possess University degree in Business Administration and/or speciality in Procurement and logistics or related field preferred.
III) Possess a minimum of 8 years of related work experience preferably in an international, customer focused organization
IV) Have knowledge of reproductive health related commodities and medical terminology, an asset
V) Have knowledge of legal and operational aspects of contract management useful
VI) Have experience in intemational procurement and logistics management is desirable
VII) Have the ability to analyze and utilize complicated data
VIII) Have an excellent organizational and time management skills
IX) Have the ability to establish and maintain harmonious relationships with customers, suppliers and colleagues
X) Have the ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary
XI) Be service minded and have the ability to work in team XI Possess good writing and communication skills.
XII) Have good working knowledge of MS Office applications
Method of Application
All applications should include functional e-mail addresses and mobile phone numbers, letter of application and detailed curriculum vitae (CV), attached as one file in MS WORD format only. Applications should be addressed to
The UNFPA Resident Representative, Abuja and forwarded to e-mail: vacancypdu.ng@unfpa.org latest by 30 June, 2011 and clearly marked "Procurement AssociateICS 06"
Please note that UNFPA will respond only to those applicants in whom it has a further interest. Kindly also note that ONLY applications sent by e-mail will be accepted. Qualified women are encouraged to apply.
UNPFA reserves the right To appoint the indicated or lower level and prior to the closing date
