Procurement and Logistics Associate

The Procurement and Logistics Associate provides procurement and logistic support to the office, responsible for execution and coordination of procurement and logistics activities. The role supports uninterrupted supply of reproductive health commodities, capacity development in supply chain management, and administrative support within the country office.

Responsibilities

• Conduct procurement activities and logistical coordination on behalf of the country offices.
• Prepare Requests for Quotations (RFQs), Invitation to Bids (ITBs)/Request for Proposals (RFPs).
• Respond to all request for bid clarifications from prospective bidders ensuring transparency.
• Evaluate bids received and review recommendations from technical and financial panels.
• Prepare Contracts Review Committee (CRC) submissions and/or negotiate with suppliers to select cost effective proposals.
• Present reports on procurement in the country office.
• Consult with requestors on specifications and advise on best processes to initiate purchase procedures.
• Conduct market research to identify potential suppliers for goods and services.
• Review logistics documentation ensuring all necessary documents are properly prepared.
• Process, issue and manage Purchase Orders using the Enterprise Resource Planning (ERP) system after ensuring completeness and cost effectiveness.
• Issue Purchase Orders in accordance with Supply Chain Management Unit guidelines.
• Assist project partners in analyzing and disseminating data on reproductive health commodities movement and utilization.
• Prepare quarterly reports on reproductive health commodity situation including stock positions and use.
• Support procurement planning and order tracking processes.
• Facilitate preparation of detailed distribution plans for reproductive health commodities in coordination with partners.
• Facilitate customs clearance procedures and transportation of reproductive health commodities to target districts.
• Ensure compliance with policies and procedures including country office SOPs.
• Facilitate trainings on Logistics Management Information System (LMIS).
• Support development of guidelines on Reproductive Health Commodity Security (RHCS) including LMIS/supply chain management.
• Support introduction of inventory control systems in target health facilities to prevent over-stocking and stockouts.
• Ensure official documents are prepared and kept in project files for retrieval and archiving.
• Facilitate programme activities and relevant missions by arranging meetings, coordinating logistics, collecting reference documents, and maintaining records.
• Prepare documentation, minutes of meetings and notes to file for relevant transactions.
• Facilitate knowledge-sharing between programme and operations.
• Support updating assets and timely disposal of obsolete assets.
• Draft routine project related correspondence.
• Carry out any other duties as required by UNFPA leadership.

Requirements

• Completion of Secondary Education is required.
• A Bachelor’s degree in procurement, logistics, business administration, finance, management, or a related field is desirable.
• Minimum 6 years of progressively responsible experience in procurement, logistics, or supply chain management, preferably within the public or health sector.
• Experience supporting procurement and supply management processes, including preparation of purchase requests, vendor coordination, tracking of deliveries, and documentation.
• Working knowledge of supply chain operations, including basic forecasting, inventory management, warehousing, and distribution.
• Familiarity with organizational policies, procedures, and enterprise systems related to procurement and logistics.
• Ability to manage records, maintain confidentiality, and handle information with discretion.
• Strong drafting, minute-taking, and documentation skills.
• Proficiency in standard office software applications (e.g., MS Office suite).
• Fluency in oral and written English.

Skills

• Procurement Management
• Logistics Coordination
• Supply Chain Management
• Purchase Request Preparation
• Implementation Coordination
• Delivery Tracking
• Procurement Documentation
• Supply Chain Operations
• Inventory Management
• Warehousing and Storage
• Distribution Management
• Organizational Policy Compliance
• Enterprise Systems Integration
• Records Management Projects
• Confidential Information Handling
• Minute Taking
• Documentation Skills
• Microsoft Office Suite

Languages

English