Job Detail

Job Description

Under the overall guidance and supervision of the Logistics and Supply Chain Specialist, and in close collaboration with the Operations team, Programme and Implementing Partners (IPs). Procurement Analyst ensures the execution of transparent and efficient procurement and logistics services and processes by adhering to UNFPA policy, standard rules, and regulations. The Procurement Analyst will be based in the UNFPA Afghanistan Country office (CO) in Kabul. 

Job Purpose:

The Procurement Analyst will be responsible for supporting the UNFPA Implementing Partners (IPs) in Afghanistan with the procurement and distribution related issues. S/he provides necessary support in close collaboration with programme and operations teams in the CO for resolving all procurement-related issues and information delivery. Under the direct supervision of the Logistics and Supply Chain Specialist, the Procurement Analyst provides assistance in execution of procurement and distribution services for IPs ensuring their effectiveness, transparency and integrity. The Procurement Analyst supports a client-focused, quality and results-oriented approach in the team and office. 

You would be responsible for:

A. Provide necessary assistance for direct procurement of goods and services for the Implementing Partners (IPs)

• Ensure that the Procurement Policy and relevant Procurement legislation are strictly applied. Assist in the development, implementation and monitoring of the Procurement Strategy, Policy and Procedures;
• Develop standards and criteria for the evaluation of goods, services and suppliers, and implement a variety of procurement strategies
• Initiate and follow through on products and services to be procured throughout the project cycle, determine funding requirements, and the establishment of a well-defined delivery schedule;
• Guide the IPs in preparation of Specifications and Terms of Reference
• Support the IPs direct procurement processes as mitigating measure in high risk environment by ensuring a smooth solicitation process where quotes/bids adhere to TORs, SOWs (Statement of Work) or specifications drafted by requesters or programme staff, and adherence to the procurement principles of Best Value for Money (BVFM), competitiveness, transparency, UNFPA's best interest, in compliance with UN sanctions for effective delivery of the country programme;
•  Foster competition among suppliers, manage risk and promote cost savings and reduction where possible. 
• Conduct  market surveys to strengthen the current supply base.
• Create/update vendors in ATLAS/Quantum through vendor portal.
• Issue Purchase Orders (POs) for procurement of goods and services.
• Lead the bid evaluation process and subsequent approval submissions to Local Contracts Review Committee (LCRC) or Contracts Review Committee requirements (CRC).
• Develop and update the rosters of suppliers, implementation of supplier selection and evaluation in line with UNFPA contract management requirement.
• Establish a tracking system to ensure that all payments by Implementing Partners comply with requirements of the UN Security Council sanctions as well as specific donor requirements; mitigating measure in high risk environment / minimize possibility of corrupt practices,

B. Ensures organization of logistical services focusing on achievement of the following results:

• Registers and updates all incoming goods/commodities/items consigned to UNFPA Afghanistan into stock management tracking system;
• Inspects and evaluates the quality of purchased items and resolves shortcomings.
• Reports regularly on status of procurement requests, including expected arrival time, availability/lack of availability of items requested, changes in specifications of items regularly ordered;

C. Ensure documentation, provide timely information and settle the invoice of procurement of goods/services.

• Prepare analytical reports on procurement status
• Prepare and circulate Regret Letters to unsuccessful bidders
• Prepare and circulate Delivery Notes
• Timely provide UNFPA Label sticker to ensure UNFPA branding during procurement process
• Ensure suppliers' timely payment
• Keep stock of all goods and services procured
• Report vendors’ performance through online vendor performance tool

D. Assist in managing program supplies and inventory

• Generate inventory hand over form and all other report to fully comply with the corporate compliance and guideline
• Ensure transfer of title of asset on time.

E. Ensures facilitation and organization of smooth procurement processes as follows:

• Prepare RDPs (Request for Direct Payments) for all operation payments by ensuring accuracy of supporting documents, and chart of accounts.
• Maintain complete, proper filing system, office records, references materials, general and project files, maintain and update relevant manuals used by Operations Section. File and update the list of files. 
• Ensure the completeness of files and easy retrieval of files/reports/documents/publications.
• Prepare, distribute and receive RFQs (Request for Quotations), ITBs (Invitations to Bids) and RFPs (Request for Proposals) and make Comparison Tables for Procurement purposes.
• Perform any other duties as required by the International Operations Manager. 

Skills Required

• having experience in the mentioned field

Submission Guideline:

UNFPA will only accept properly completed job application form in Quantum before the closing date & will not consider late submissions after closing date. Any information provided on the Quantum job application form will be considered binding.

Important Note: Applicants must accurately complete/draft their Job Application Form (Candidate Profile) in the below given link and submit before the deadline, kindly note that you will need to upload P11/CV.

To Apply Click Here

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