SUPPLY OFFICER JOB AT UNICEF ZAMBIA

The United Nations Children’s Fund (UNICEF) Zambia is looking for suitably qualified candidates to apply for the vacancy below:

Supply Officer-Fixed-Term Appointment, NO-B (National Category, Level B), for 1 year (renewable) to be based in Lusaka.  Under the direct supervision of the Supply/Logistics Specialist, the incumbent administers the supply operations of a relatively simple nature and limited impact, requiring basic professional technical expertise in support of operations and programme objectives. Responsible for effective planning, contracting, procurement, distribution, and inventory management of UNICEF’s supplies, in support of the Country Programmes and operations.

Contribute to the collaboration with all other UN agencies to accelerate implementation of the Harmonized Business practices for supply and logistic initiatives in line within Reform/coherence.

Duties

1. Provide rapid and relevant assistance and support to evolving supply needs and situations facing children and families, including emergency situations, with a priority on achieving value for money.

• Support supply planning through coordination with Operations/Programme Sections. Provides technical support in preparation of appropriate documents, and input on specifications and supply and logistics arrangements, facilitating cost-effective efficient procurement, clearance, storage and distribution of supplies and equipment to project sites, in support of the country programme implementation.
• Assist in the Country Programme strategy planning review to recommend on supply requirements and to provide support in the preparation of Plans of Action. Assist in the implementation of supply/logistics component of the Country Programme, including systems for storage and distribution of supplies to all project sites.

2. Implement sound, accurate supply/logistics management systems, procedures and documentation as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability.

• Maintain effective working relations and contact with the Supply Division, Copenhagen, to confer on supply procurement and shipping policies and procedures. Advise the country office on policies and procedures impacting on offshore and local procurement and delivery.  Maintain link with Copenhagen on transnational shipments, deliveries, claims and appropriateness of supplies.
• Establish and maintain a system of contact with customs and port/airport authorities at national ports of entry on the clearance of UNICEF supplies, in keeping with established protocol. Contribute to the negotiation of standby agreements with  relevant private business  companies  for country offices  effective local procurement of supplies as well as for fielding of supply assistance to projects sites/End users
• Support Contract management, administration and closure: Ensure that all parties to contracts fully meet their respective obligations as efficiently and effectively as possible, providing the best value for money. Contract management includes monitoring and documenting performance; ensure that contracts are amended or terminated to reflect agreed changes in circumstances.
• Work closely with the UNICEF consultant engineers, as well as other partners, to ensure that the construction Rehabilitation project goals are achieved; Observe and report back to head of section activities under construction projects and to UNICEF management any concerns about the overall construction process;
• Assess the capacity of UNICEFs partners in this procurement , to identify their strengths and possible weaknesses;
• Participate in the preparation/compilation of the supply status reports required for donor reports, budget reviews, programme analysis, annual reports, appeals, etc.
• Regularly develop and communicate accurate inventory tracking, inventory aging and incoming supplies information.

3. Support UNICEF as well as Government capacity-building in order to enhance efficient, effective and timely supply delivery.

• Plan, design and conduct training for UNICEF’s staff/consultants and counterparts in supply management, customs clearance, distribution and inventory of supplies and equipment in order to improve supply delivery.
• Assists in the identification of training needs and plan training activities in supply administration for UNICEF’s staff/consultants and counterparts, to improve supply delivery.

4. Conduct and monitor effective procurement, local, regional and/or offshore, with a goal to attain lowest cost without sacrificing quality as applicable.

• Undertake field visits to project sites and monitor inventory and supply inputs. Proposes corrective actions to improve logistical procedures.
• Conduct local procurement through issuance of tenders, bid adjudication and contract management Identify and recommend potential local suppliers.  Maintain data on and evaluate local supply sources’ overall performance, (competitive pricing, product quality and timely delivery).  Assess supply operations and control mechanisms and propose appropriate actions.
• Monitor progress of offshore and/or regional procurement through regular contacts with the Action Office(s).
• Communicate and report quality issues with respect to supplies and/or service agreements.

5. Collaboration and Partnership

• Coordinate with the Programme Section on supply planning, providing technical support on procurement specifications and supply administration as well as providing advice on supply requirements in the development of the supply component of the Country Programme.
• Provide advice to the Country Office, Government and implementing partners on offshore and/or local procurement policies and procedures, delivery and utilization of UNICEF supplies and equipment; coordinate with the Supply Division, Copenhagen, on supply policy and/or activities.
• Team with the Programme Section and other members of the Operations Section to facilitate procurement as well as efficient customs clearance, storage and distribution of supplies and equipment.
• Maintain partnership and collaborative relations with UNICEF, Government, UN, and bilateral counterparts in supply and logistics activities, including distribution, and monitoring supply inputs and inventory.

Education

University degree in Business Administration, Management, International Economics, Engineering, International Development, Contract/commercial Law or in directly related areas of specialization, including credited courses in supply, logistics, purchasing or contracting. Or, a recognized qualification in procurement and contracting.

Educational qualification in relevant areas (transport or logistics operations/management, supply change management, etc.). Minimum of Two years of relevant professional work experience. Both national and international work experience in supply, logistics, purchasing, contracting and administration and/or other related fields. Work experience in emergency duty station an asset.

Values and Competency

Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

Core Competencies (Required)

• Communication  [I]
• Working with People  [I]
• Drive for Results  [I]

Functional Competencies (Required)

• Applying Technical Expertise [II]
• Following Instructions and Procedures [II]
• Planning and Organizing [II]

Interested candidates should send their application by 08 January 2016 with updated Curriculum Vitae with at least 3 traceable references and completed UN Personal History form (P-11) to Lusaka@unicef.org or the Human Resources Specialist, UNICEF Lusaka Office, UN House 3rd Floor, Alick Nkhata Road, P.O. Box 33610, Lusaka. Please clearly indicate the VN No. for the position applied for. Note that the Personal History form (P-11) can be downloaded from the UNICEF Lusaka website under ‘Opportunities.’ The advertisement is also being posted on our website.

“UNICEF IS COMMITTED TO GENDER EQUALITY IN ITS MANDATE AND ITS STAFF. WELL QUALIFIED CANDIDATES, PARTICULARLY FEMALES AND PERSONS WITH DISABILITY ARE STRONGLY ENCOURAGED TO APPLY”.

ADMINISTRATIVE OFFICER JOB AT UNICEF ZAMBIA

The United Nations Children’s Fund (UNICEF) Zambia is looking for suitably qualified candidates to apply for the vacancy below:

Administrative Officer-Fixed-Term Appointment, NO-B (National Category, Level B), for 1 year (renewable) to be based in Lusaka.  The incumbent will work under the general supervision of the Chief of Operations.

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

Duties

• Responsible for the systematic review of office premises to ensure a good and secure working environment for all staff members. Undertakes all actions necessary to arrange cleaning services, ensures procurement, maintenance and repair of equipment and supplies, in accordance with budgetary plans and allocation.
• Supervises transport services, by ensuring a schedule for use of vehicles, reviews reports on use of petrol, mileage, driver overtime records, and maintenance services.
• Oversees all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required.
• Reviews all travel requests for budgetary provisions, supervises travel arrangements, (i.e., tickets, visas, hotels, per diem). Issues travel authorizations confirming accuracy of information for signature of supervisor. Briefs staff on all policies and procedures covering official travel.
• Briefs and assists arriving and departing staff on basic administrative procedures and requirements, (i.e., shipment and insurance of personal effects, liability claims, as well as in identification, arrangement and selection of staff housing).
• Supervises the timely and organized delivery, collection, registry, reproduction and transmittal (UNET, telex, fax, courier) of correspondence, documents, pouch services and administrative supplies.
• Reviews usage of telecommunications systems and arranges for recovery for personal use. Reviews allocation of office telecoms equipment and recommends the need to update office phone policy as needed.
• Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Reviews operating processes and contracts to advise on areas where cost-efficiencies are possible. Maintains tracking systems for all Operations costs.  Supports the office in implementing environmentally sound operating practices.  Assists sub-offices (if needed) in the establishment and maintenance of administrative services.
• Ensures the safekeeping, annual physical inventory, prepares reports, including cost analysis and recommends replacement/disposal of equipment and supplies. Reconciles physical inventory data with office records to ensure inventory taken is complete, and identifies discrepancies for corrective action.  Prepares annual reports on subjects to HQs.
• Oversees appropriate archive and record management arrangements, and ensures archives are maintained in in good order with regular disposal of obsolete items.
• Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports and correspondence on administrative matters.

Education

University degree in Business Administration or related area.  Advanced degree an asset. Minimum of two years practical professional work experience in the field of general office administration, especially in the areas of transportation management, travel, customs and protocol arrangements.  Experience in an international organization is desirable. 

Values and Competency

Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

Core Competencies (Required)

• Communication  [II]
• Working with People  [I]
• Drive for Results  [II]

Functional Competencies (Required)

• Analyzing [II]
• Applying Technical Expertise [II]
• Following Instructions and Procedures [II]
• Planning and Organizing [II]

Interested candidates should send their application by 08 January 2016 with updated Curriculum Vitae with at least 3 traceable references and completed UN Personal History form (P-11) to Lusaka@unicef.org or the Human Resources Specialist, UNICEF Lusaka Office, UN House 3rd Floor, Alick Nkhata Road, P.O. Box 33610, Lusaka. Please clearly indicate the VN No. for the position applied for. Note that the Personal History form (P-11) can be downloaded from the UNICEF Lusaka website under ‘Opportunities.’ The advertisement is also being posted on our website.

“UNICEF IS COMMITTED TO GENDER EQUALITY IN ITS MANDATE AND ITS STAFF. WELL QUALIFIED CANDIDATES, PARTICULARLY FEMALES AND PERSONS WITH DISABILITY ARE STRONGLY ENCOURAGED TO APPLY”.

PROCUREMENT SERVICES OFFICER JOB AT UNICEF ZAMBIA

The United Nations Children’s Fund (UNICEF) Zambia is looking for suitably qualified candidate to apply for the vacancy below:

Procurement Services Officer-Fixed-Term Appointment, NOB (National Officer Category, Level 2), for 1 year (renewable) to be based in Lusaka.  The incumbent will work under the general supervision of the Supply/Logistics Specialist

Duties

1. Transfer capacity to Governments

• Participates in Country Programme planning to advise on supply requirements, to support the development of the Supply component of the Country Programme.
• Works closely with programme colleagues on forecasting and provides technical advice on specifications/Terms of Reference, facilitating efficient procurement; assists government counterparts and other partners in the use of UNICEF’s Procurement Services capacity.
• Support strengthening of the national capacity in planning for supply needs, selection of supplies and equipment and their effective delivery and distribution. Work closely with Programme Sections, other Supply team members and maintain contact with Supply Division to promote and support procurement services. Liaise with Government of Zambia supply and procurement authorities to promote UNICEF Procurement Services.

2. Offer UNICEF’s knowledge, purchasing capacity and logistics expertise to the development partners

• Maintain partnership and collaborative relations with UNICEF, Government, UN, and bilateral counterparts in procurement services activities, including distribution, and monitoring supply inputs and inventory.
• Develop mechanism that provides access to UNICEF’s supply networks, experience and expertise to procure strategic essential commodities for children and to ensure that these are available at household level.

3. Monitoring of Procurement Services supplies in the country and of the availability and accessibility of essential supplies for children. Undertake on-going dialogue with Procurement Services partners at various levels. Ensure sound, accurate logistics and Procurement Services management systems, procedures and documentation as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability.

• Establish and maintain contacts with the Supply Division in Copenhagen on supply procurement and shipping policies. Interprets and advises the country office on policies and procedures impacting on Procurement Services.
• Maintains links with Copenhagen on transnational shipments, deliveries, claims and appropriateness of supplies linked to procurement services. Responsible for the day-to-day procurement services management and providing timely and accurate information on goods in transit, government warehouse stocks, and dispatched/distributed supplies.

4. Develop assistance mechanism based on partnerships that go beyond the simple provision of supplies

• Assists partners in all procurement services steps: Planning, Cost Estimate, commitment upon Partner’s acceptance of the Cost Estimate, a Memorandum of Understanding (MOU) is signed, procurement & delivery, accounts settled, Monitoring & Evaluation. Assists in the identification of training needs and plan training activities in procurement services for UNICEF’s counterparts, to improve supply chain and logistics management of health products, particular nutrition products, vaccines and cold chain material and equipment

Qualification Requirements

University degree from a recognized academic institution in one or more of the following areas is preferred: Supply Chain Management, Business Administration, Management, International Economics, International Development, Marketing, Contract/Commercial Law, or areas directly related to logistics operations or UNICEF programme areas. 2-3 years of relevant professional work experience. Both national and international work experience in supply, logistics, purchasing, contracting and administration and/or other related fields.

Values and Competency

Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

Core Competencies (Required)

• Communication  [II]
• Working with People  [I]
• Drive for Results  [II]

Functional Competencies (Required)

• Analyzing [II]
• Applying Technical Expertise [II]
• Following Instructions and Procedures [II]
• Planning and Organizing [II]

Interested candidates should send their application by 08 January 2016 with updated Curriculum Vitae with at least 3 traceable references and completed UN Personal History form (P-11) to Lusaka@unicef.org or the Human Resources Specialist, UNICEF Lusaka Office, UN House 3rd Floor, Alick Nkhata Road, P.O. Box 33610, Lusaka. Please clearly indicate the VN No. for the position applied for. Note that the Personal History form (P-11) can be downloaded from the UNICEF Lusaka website under ‘Opportunities.’ The advertisement is also being posted on our website.

“UNICEF IS COMMITTED TO GENDER EQUALITY IN ITS MANDATE AND ITS STAFF. WELL QUALIFIED CANDIDATES, PARTICULARLY FEMALES AND PERSONS WITH DISABILITY ARE STRONGLY ENCOURAGED TO APPLY”.

HUMAN RESOURCES OFFICER JOB AT UNICEF ZAMBIA

The United Nations Children’s Fund (UNICEF) Zambia is looking for suitably qualified candidates to apply for the vacancy below:

Human Resources Officer -Fixed-Term Appointment, NO-A (National Category, Level A), for 1 year (renewable) to be based in Lusaka.  The incumbent will work under the general supervision of the Human Resources Specialist.

Duties

• Promote equity, transparency and consistency in the interpretation, determination and administration of international and local conditions of service, terms of employment, benefits and allowances in accordance with UNIUNICEF regulations and rules. Advise management and staff on correct interpretation and application of HR policies and procedures and provide counselling as required. Coordinate with relevant Government ministries and other appropriate local institutions to ensure the processing of international staff conditions of service, entitlements and privileges in country.
• Support the office’s administrative and technical needs for professional officers, general service and temporary staff by implementing and administering effective and speedy recruitment procedures. Ensure organizational targets (geographic distribution, gender, etc.) are met while not compromising on the recruitment and retention of national staff of the highest calibre. Team with supervisors in the recruitment process to ensure integrity and merit in all selection procedures while supporting the needs of managers and goals of diversity. Promote equity, transparency and consistency in the selection and placement of staff.
• Ensure appropriate and timely actions for renewals of contracts, promotions, within-grade increments, and performance evaluations. Develop and implement plans, including timetables, for contract reviews, renewals and terminations; ensures timely notice to staff.
• Implement and administer the fair, equitable and systematic GS classification in compliance with the established standards and procedures as well as the classification principle of equal pay for work of equal value by ensuring all job descriptions are current and duly classified. Make recommendations on the organizational structure of the office and effective utilization of human resources (HR).
• Enhance staff’s job performance by supporting the identification of training needs, preparation of training proposals and arranging for implementation and evaluation of training. Provide HR training and support as required in country, including at sub-office locations.
• Provide orientation briefing to newly arrived staff Promote a rational and attainable career management system to meet the office’s current and future needs.
• Monitor potential staff – management issues; provide advice to managers/supervisors on appropriate approach to be used in sound performance management and in counselling staff. Serve as technical resource and provide administrative support to staff- management bodies such as SAP, APC, JCP, and JCC.
• Contribute to the budget preparation and review process through an analysis of staffing pattern and needs of the office. Participate in management meetings affecting HR planning and management.

Education

University degree in social sciences or other relevant disciplines (human resources, business administration, international relations, psychology, etc).  Additional professional training an advantage. One year of practical professional work experience in the field of personnel administration. Experience in an international organization is desirable.  Experience in training management an asset.

Values and Competency

Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

Core Competencies (Required)

• Communication  [II]
• Working with People  [I]
• Drive for Results  [II]

Functional Competencies (Required)

• Analyzing [II]
• Applying Technical Expertise [II]
• Following Instructions and Procedures [II]
• Planning and Organizing [II]

Interested candidates should send their application by 08 January 2016 with updated Curriculum Vitae with at least 3 traceable references and completed UN Personal History form (P-11) to Lusaka@unicef.org or the Human Resources Specialist, UNICEF Lusaka Office, UN House 3rd Floor, Alick Nkhata Road, P.O. Box 33610, Lusaka. Please clearly indicate the VN No. for the position applied for. Note that the Personal History form (P-11) can be downloaded from the UNICEF Lusaka website under ‘Opportunities.’ The advertisement is also being posted on our website.

“UNICEF IS COMMITTED TO GENDER EQUALITY IN ITS MANDATE AND ITS STAFF. WELL QUALIFIED CANDIDATES, PARTICULARLY FEMALES AND PERSONS WITH DISABILITY ARE STRONGLY ENCOURAGED TO APPLY”.