Purpose for the Job
Under the supervision and guidance of the Supply Manager in the country office, the Supply Assistant shall support in the procurement of programme and operational supplies in an efficient, timely and cost effective manner.
The supply assistant will assist in the procurement, receipt, warehousing, distribution and monitoring of UNICEF’s supplies & equipment to the assisted-government projects in support of the country programme in Nigeria.
Summary of key functions/Accountabilities 1.) Support to country office supply planning process and its execution:
Researches into the market and intranet to ensure adequate price information, realistic DATs are set in the planning stages.
Liaison with all sections assigned to him/her to ensure the supply plan is in place and collated before the end of first quarter.
Ensure all collated supply plan are well documented, stored and monitored for proper execution.
2.) Support to programme and operations colleagues in the issuance of purchase requisitions:
Interact with Programme / operation Sections in the preparation and issuance of appropriate documents i.e. Supply Requisitions (accuracy in the specifications, budget estimates, realistic DATs and coding in line with Supply Manual).
Undertakes reconciliation and adjustments of expenditures on requisitions, recording proof of delivery for GIT (goods in transit) updates, monitoring of Contracts for closure, etc
3.) Support in market survey and maintains an effective and robust supplier database:
Researches into the open market and intranet to ppre-qualify suitable vendors as need arises and ensuring adequate records of these vendors in VISION.
Maintaining a chronological filing system for vendors
Analyzing vendor performance at the end of every year and recommend non performing vendors to the Supply and Logistic Manager for appropriate action.
4.) Prepares bidding documents, draft CRC submission, raise POs, sets realistic DATs to ensure prompt delivery and keeping adequate records of all transactions:
Prepares bidding documents (e.g RFQ/RFP, ITB) circulation same to UNICEF registered vendors, conducts bid opening in liaison with supervisor and other sections, bid tabulation, draft CRC submission and raise PO.
Monitoring POs to ensure UNICEF obtains delivery promptly and according to the set DATs
Conducts pre-delivery inspection of high value POs as per supply manual and NCO supply SoP. Documenting the results and filing them appropriately
Prepares monitoring and reporting information for supervisor on status of PO and requisition on weekly basis for effective monitoring of performance indicators.
5.) Support in knowledge management and capacity building of both supply colleagues and implementing partners:
Conducts end user monitoring in liaison with programme colleagues and recording gaps in that process
Supports capacity development activities to colleagues and government partners related to performance monitoring, good procurement and logistic practices
Preparing training materials and participating on exercises pertaining to supply and logistics chain value system
Educational Qualifications and Work Experience
Completion of secondary education, preferably supplemented by technical or university courses related to Supply and Procurement.
A minimum of 6 years of progressively responsible work experience in the functional area of supply and procurement.
Fluency in English. Knowledge of another UN language and local language of the duty station, an asset.
Competencies and level of proficiency required: Core Values:
Commitment
Diversity and inclusion
Integrity
Core competencies:
Communication (II)
Working with people (II)
Drive for results (II)
Functional Competencies:
Drive for result
Analyzing (II)
Applying technical expertise (II)
Planning and organizing (II)
Following Instructions and Procedures (II)
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