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Contracts Assistant
GS – 6
UNICEF Supply Division invites applications from well qualified candidates for post no. 44830,
Contracts Assistant, GS-6, in the Water sanitation and Education Centre. Applicants must have a valid
work and residence permit for Denmark.
MAIN DUTIES/RESPONSIBILITIES:
The duties of the GS-5 and GS-6 posts are similar in nature. However, the more difficult and complex
commodities and transactions will be assigned to the post at the GS-6 level. The GS-6 post requires
more in-depth knowledge and experience and will be responsible for coaching and training new
Contract Assistants.
Under the supervision of a Contracts Officer, the incumbent carries out the following duties with varying levels of
responsibility depending on post level:
1. Performs all procurement activities in compliance with the UNICEF Financial Rules and Regulations, Supply
Division Manual and other applicable procurement procedures.
2. Reviews and evaluates incoming supply requisitions and procurement service (PS) requests to ensure quality
and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates,
budgets and prepare cost estimates for PS transaction. Freight estimate to be verified with shipping unit.
3. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and
safe delivery of goods. Alerts customers of any changes to the planned deliveries. Ensures that customers’
claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.
4. Drafts and prepares international tender invitations to acceptable suppliers, evaluates quotations, clarifies
offers, and negotiates with suppliers appropriate.
5. Assists with preparation of CRC submittals.
6. Drafts and prepares Purchase Orders on the basis of LTA’s adjudicated bids, established price lists, monitors
timeliness of deliveries, etc.
7. Assists with and prepares Long Term Agreements and Direct Order Contracts.
8. Drafts and prepares Price Estimates.
9. Reviews material specifications and requirements with the Technical staffs and Quality Assurance Centre to
ensure completeness and appropriateness.
10. Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
11. Assists in preparation of all information materials, updating of databases and management systems for use by
HQ, Field Offices or Regional Offices.
12. Any other duties or assignments as requested by the supervisor.
QUALIFICATIONS:
Education:
Secondary education.
For GS-6 level: university level courses in business administration, or equivalent.
Work Experience:
GS-6: six to seven years.
From an administrative function in a commercial working environment of a large organization, preferably in a
procurement function.
SKILLS/COMPETENCIES:
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Good customer service skills including the ability to communicate effectively with customers in
a clear and courteous manner.
Good organization skills and judgment to effectively prioritize time and tasks.
Develops and maintains an effective network of working relationships.
Systems competent and able to use the SD standard computer software.
Is proactive and takes initiatives to achieve results.
Can deliver quality work that is timely, complete and accurate with minimum supervision.
Competencies:
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Sound knowledge of procurement practices.
Good negotiations skills.
Good administrative skills.
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Ability to use current job related computer software and databases. Knowledge of SAP, and proficiency in
Microsoft Office package, in particular Word, Excel and Power point, is required.
Ability to maintain a positive attitude when under pressure and in stressful situations.
Ability to establish harmonious work relationship with all colleagues in an international and multicultural
environment.
Good communication skills.
Languages:
Proficiency in English and knowledge of another official UN language, preferably French.
REMUNERATION:
The position is based in Copenhagen and is at the GS-6 level on the UN Salary Scale.
Supply Division is responsible for overseeing UNICEF’s global procurement and logistics operation,
and for making sure that procurement by every Country Office follows all organizational regulations
and ethical standards. UNICEF’s level of procurement reached a total value of approximately 1 Billion
USD in 2005.
Please note that UNICEF is a smoke-free environment. Applications from qualified women are
encouraged. Application and CV to be submitted by e- mail, hard copy or fax 35 27 35 80 no later than
20th March 2006 and addressed to:
UNICEF Supply Division
Chief, Human Resources
Attn.: Craig Williams
Email: [email protected]
Frihavnen, 2100 Copenhagen Ø
ONLY CANDIDATES UNDER SERIOUS CONSIDERATION
WILL BE CONTACTED FOR INTERVIEW