Supply Chain Specialist, P3, Chisinau, Moldova (Temporary Appointment)

he Position:

The Supply Chain Specialist position is located in the UNFPA Office in Chisinau, Moldova and reports to the Emergency Coordinator. The incumbent supervises the Logistics Associate. This post specifically serves the procurement and contracting needs of the UNFPA Country Offices.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

Under the overall guidance of the Representative and the direct supervision of the Emergency Coordinator, the Supply Chain Specialist is responsible for management of the CO Procurement and Logistic team, effective delivery of procurement services in order to obtain the best value for money in Country Offices with high procurement volume. The Supply Chain Specialist will ensure and provide solutions to a wide spectrum of complex issues related to procurement and logistics.

You would be responsible for:

A. Manage and coordinate Country office procurement and logistics services, this includes:

• Provide strategic and technical guidance on procurement activities, overseeing all international procurement assignments throughout the Procurement Cycle, from planning to suppliers performance evaluation.
• Ensure that all procurement actions are undertaken in accordance with UNFPA’s Procurement Principles and prevailing UNFPA Policies and Procedures.
• Provide advice to COs for forecasting, procurement planning and in-country logistics management.
• Lead Procurement activities of COs in Emergency contexts -upon approval of relevant Fast-Track Procedures- by providing timely feedback on queries related to policy interpretation, approval of solicitation documents, clearance and submission of Emergency CRC cases, etc.
• Ensure full compliance of procurement activities with UNFPA rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Map the CO Procurement business processes through elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in procurement, harmonisation of the workflows in the office.
• Elaborate and implement cost saving and reduction strategies.
• Conceptualize, elaborate and implement contract strategy in the CO including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Conceptualization, elaboration and implementation of strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e- procurement introduction and promotion, performance measurement.
• Prepare the procurement plans for the office and projects, establish the deadlines and monitor their implementation.
• Establish and implement proper monitoring system and control of procurement processes including organisation of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiate certain conditions of contracts in full compliance with UNFPA rules and regulation.
• Prepare certification of submissions to the Contract review committees.
• Elaborate and implement of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Create timely corrective actions on POs with budget check errors and other problems.
• Manage the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Develop supply/logistics strategies in support of the Emergency Response Plans, including Supply and Distribution Plans, Logistics Plans and implementation plans.
• Participate in the emergency management team strategy planning and review meetings to provide advice on supply and logistics considerations and requirements in the development and implementation of the Emergency response.
• Participate in programme response planning, and advice on logistics considerations.
• Ensure funds availability for warehousing, movement and distribution.
• Conduct advanced Pipeline planning to match logistical assets to needs and/or avail needed logistical assets.
• Ensure regular and timely transmission of pipeline, logistics monitoring information, stock levels and distribution status to programmes and Supply section at all levels.
• Ensure appropriate planning, implementation, monitoring and evaluation of logistics operations. Establish and maintain logistics plans and delivery plans in addition to supply availability plans.

B. Build capacity by advising Country Office and external partners on all aspects of procurement and logistics management implementation and organization

• Provide information, technical advice and guidance on all aspects of procurement including reproductive health commodities and on specifications, procurement activities, processes and procedures, co-operating agencies and external RH commodity and population partners.
• Promote local capacity building in local and international procurement and logistics as well as procurement for humanitarian response.
• Ensure the uptake of generic reproductive health commodities is in line with UNFPA’s guidelines.
• Respond to audit issues of Country Offices, including helping COs draft Management Responses to Audit Reports.
• Perform compliance-related spot-checks to ensure adherence to regulations and rules, as well as with the relevant contract award authority.
• Supervise and coach the local team. Identify priorities in the work plan to ensure requirements are processed in an efficient and cost effective manner.
• Provide guidance and discuss development plans.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience:

Education:

• An advanced degree (minimum Master’s degree or equivalent) in Economics, Law, Public Administration, Commerce, Business Administration, Accounting, Procurement or related field required.
• Procurement accreditation by recognized learning institute such as CIPS is an asset.

Knowledge and Experience:

• A minimum of 5 years of progressively responsible experience in supply chain management or related areas is required.
• Good knowledge of humanitarian response.
• Good knowledge of IT-tools such as Windows office package required. Knowledge of PeopleSoft or similar Enterprise Resource Planning (ERP) system is an asset.
• Good understanding of the UN working environment including financial framework and procedures is highly desirable.
• Good understanding of international trade laws and treaties is an asset.

Languages:

• Fluency in English is required.
• Working knowledge of one or more additional languages relevant for Moldova, including Romanian, Russian, Ukrainian, Bulgarian, Gagauzian, Romani, or sign language would be an asset.