United Nations Population Fund (UNFPA)

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.

A. 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 LTA 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.

B. Supplier Management
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.

C. Procurement Tools Management
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 DMS in reference
to technical developments and enhancements to provide informative and accurate content.
Undertake other tasks and duties as required.

REQUIRED COMPETENCIES
Core competencies
? Valuing diversity
? Performance management
? Developing people/fostering innovation and empowerment
? Working in Teams
? Communicating information and ideas/knowledge sharing
? Integrity/commitment to mandate
? Appropriate and transparent decision making
? Results orientation and commitment to excellence
? Self-management/emotional intelligence and conflict management/negotiating and
resolving disagreements

Functional Competencies
? Business Acumen
? Implementing management systems
? Innovation and marketing of new approaches
? Client orientation
? Organizational awareness
? Job knowledge/technical expertise

QUALIFICATION AND EXPERIENCE
The ideal candidate should
• Be a Nigerian national (Male or Female).
• Possess University degree in Business Administration and/or speciality in Procurement
and logistics or related field preferred.
? Possess a minimum of 8 years of related work experience preferably in an international,
customer focused organization
? Have knowledge of reproductive health related commodities and medical terminology an
asset
? Have knowledge of legal and operational aspects of contract management useful
? Have experience in international procurement and logistics management is desirable
? Have the ability to analyze and utilize complicated data
? Have an excellent organizational and time management skills
? Have the ability to establish and maintain harmonious relationships with customers,
suppliers and colleagues
? Have the ability to perform well under pressure and flexibility in handling unexpected work
assignments as and when necessary
? Be service minded and have the ability to work in team
? Possess good writing and communication skills.
? 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 addresses – [email protected] latest by 27 January, 2011 and
clearly marked “Procurement Associate – ICS 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.
*UNFPA reserves the right to appoint at the indicated or lower level and prior to the closing
date.
UNFPA – Because everyone counts
KINDLY NOTE THAT ONLY APPLICATIONS SENT BY E-MAIL WILL BE ACCEPTED.

Read more: http:///2011/01/united-...#ixzz1BBqUSSQI

OB TITLE: ADMINISTRATIVE ASSISTANT (PROTOCOL)
Type of Contract: FIXED TERM APPOINTMENT (FTA)
Post level: ICS 04
Duty Post: Abuja
Duration: One (1) Year (renewable but subject to satisfactory performance)

DUTIES AND RESPONSIBILITIES
The Administrative Assistant (Protocol) position is located in Abuja, Nigeria. The incumbent works
under the general supervision of the International Operations Manager (IOM) and direct
supervision of the Admin. Associate. S/he is a member of the Operations Team providing protocol,
immigration, clearing, forwarding and administrative support to Abuja, Nigeria. S/he work closely
with operation, programme and project staff to ensure the success on the implementation of their
activities.
A. Protocol related work:
• Interface with Embassies and High Commissions and prepare all documents for
submission to the Ministry of Foreign Affairs, Customs Exercises of processing of CC1/CC3
and others to custom offices at the airport or seaport and obtain from the Immigration
Services for prompt issuance of Resident Permits. visas/ CERPAC forms and Cards for
international staff of UNFPA.
• Obtain Note Verbale, visa applications of international staff and their family members,
accreditation application letters, issue/renewal of Diplomatic Cards, issue/renewal of
stay permits, customs clearance/ forwarding of personal household effects, registration
of vehicles with Diplomatic plates, etc.;
• Follow up and liaise with the Ministry of Foreign Affairs on receipt and execution of all
diplomatic protocol procedures till completed;
• Follow up and liaise with the Nigerian Government to facilitate Customs clearance for the
importing, clearing and forwarding of personal effects of international staff;
• Follow up and liaise with the Ministry of Foreign Affairs and Federal Road Safety to
facilitate registration of vehicles with diplomatic plates for international staff; Process of
CC1/CC3 forms for imported vehicles, medical equipment, etc, for the Abuja office as well
as for Project offices and Zonal offices.
• Keep abreast of changes in Diplomatic protocol requirements and inform / educate all
international staff of any changes through the IOM particularly with regard to diplomatic
status, entitlements and rules concerning international staff.

B. Travel /Logistics related work:
• Interface with Travel agents in the United Nations House for procurement of tickets for
UNFPA staff and other UNFPA-sponsored participants for local and international missions;
• Interface with Embassies and High Commissions for visa for staff members and other
UNFPA-sponsored participants for Local and International missions;
• Arrange entry visa, air tickets and travel advances for official missions;
• Return unused Air-tickets to the Travel Agent for refund;
• Maintain Travel records to facilitate efficient tracking and monitoring of all used and unused tickets;
• Support regional events by organizing logistics of travelers including airport pick-up and drop-off;
• Provide logistic support/arrangements for meetings and training courses;

C. Administrative related work:
• Review utility bills; Settle utility bills with MTN, GLO and other communication system bills;
Handling complaints on all utility bills on the lines and post-paid lines.
• Receive and send off UNFPA local/international staff and other UNFPA sponsored participants upon their arrival and departure.
• Work together with Protocol and Immigration services at point of entry and departure.
• Maintain the official vehicle assigned. Perform minor repairs and ensure that the vehicle is kept clean and in good working condition at all times.
• Provide assistance to other logistics matters.
• Perform any other duties as may be required.

QUALIFICATION AND EXPERIENCE
The ideal candidate should:
• Be a Nigerian national (Male or Female).
• Possess at least Secondary School Certificate (WAEC or NECO).
• Have 3 to 5 years of administrative experience in the public or private sector;
• Have experience in liaising with the Ministry of Foreign Affairs is highly desirable;
• Have experience in liaising with the Federal of Road Safety, Federal Airport Authority of
Nigeria (FAAN) is highly desirable.
• Have the ability to interpret Government rules, regulations and procedures and explain
them clearly and concisely.
• Possess a valid driving license and have good driving skills.
• Good writing and communication skills.
• Working experience on protocol and clerical assistance within the UN is desirable.

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 addresses – [email protected] latest by 27 January, 2011 and
clearly marked “Admin Assistant (Protocol) – ICS 04”
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.
*UNFPA reserves the right to appoint at the indicated or lower level and prior to the closing
date. UNFPA – Because everyone counts
KINDLY NOTE THAT ONLY APPLICATIONS SENT BY E-MAIL WILL BE ACCEPTED

Read more: http:///2011/01/united-...#ixzz1BBridotR