Summary
Date Posted: Wednesday, September 27 2023, Base Salary: Not Disclosed

JOB DETAILS:
Procurement Services (PS) mechanism is an integral part of UNICEF programs of cooperation, and allows UNICEF to make its procurement capacity, scale and expertise available to partners. PS provides an opportunity to facilitate a more optimal use of national budgets for children, as well as an entry point to provide targeted technical support to national supply chains and systems. Ultimately, these engagements drive results for Tanzanian children and mothers, while UNICEF works with the government to strengthen local government supply chain systems. UNICEF Tanzania has been providing Procurement Services to the Government of Tanzania (mostly the Ministry of Health Tanzania Mainland and the Ministry of Health of Zanzibar), other UN Agencies, and some development partners including some NGOs. The health sector has especially benefited from a major strategic leveraging opportunity for the provision of essential medical supplies and equipment for children and women for Tanzania and Zanzibar.

The incumbent will be included in the existing supply/logistics structure of Tanzania Country Office to be a dedicated PS post. The main purpose of the job will be coordinating and managing all transactional aspects of the Procurement Services (PS) portfolio/activities, including forecasting and planning of needs, processing of Cost Estimates (CEs) against partner requests, importation permits, customs clearance, monitoring and reporting on PS activities

How can you make a difference?

III. Key functions, accountabilities and related duties/tasks

Supply Chain Service Delivery and Response
• Responsible for transnational processes, logistics and pipeline monitoring, communication and coordination of procurement services transactions. Provides technical advice on specifications supply and logistics arrangements facilitating efficient procurement, clearance, storage and distribution of supplies and equipment, in support of the country programme procurement services transactions.
• Processing of Cost Estimates (CE) for all procurement services requests and facilitates delivery of goods purchased under procurement services including
• Supports procurement services clients with supply planning of all the annual needs
• Receive and review all procurement services requests before submitting them to Supply division for processing
• Prepare Cost Estimates requests forms for requests and timely share with Supply Division for processing
• Communicate with Supply Division and the clients to ensure needs are clearly understood and the right products/equipment are delivered timely
• Monitoring movement of goods for procurement services clients and ensure their timely clearance and delivery to the clients
• Maintains procurement services requests tracking sheet and share this regularly with clients for follow up and expediting
• Facilitating importation and delivery of offshore procurement services supplies and equipment through processing of necessary importation permits/documents including duty/tax exemption certificates
• Monitor all offshore purchase orders to ensure timely processing of importation documents and permits (through maintaining an offshore shipping register)
• Prepare all required tax and duty exemption permits/approvals for imported goods and equipment through various relevant government bodies
• Liaise closely with clearing agents and ports authorities to ensure timely clearance and delivery of all offshore shipments
• Liaise with implementing partners for timely delivery and receipt of goods and equipment once cleared from the ports of entry
• Prepare and maintain asset register for all automobiles handed over to implementing partners, including drafting of asset handover forms/agreement and transfer of title forms/agreements
• Manage the procurement services portfolio
• Ensure that key elements of Procurement Services transactions are incorporated into national, donor and UNICEF strategies and vice versa
• Ensure that PS activities/transactions are a draw down from strategies that have been jointly established between Government and UNICEF
• Work with the government to strengthen pre-ordering and post-delivery activities for existing PS supplies and support them in establishing strategies that will maximize the decisions/impact resulting from the PS partnership.
• Manage the statement of accounts for all PS transactions

5. In-country logistics
• Provide logistics input to the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Advise on budget requirements for various delivery modalities and ensure establishment of budget with clients.
• Liaise with supply colleagues as well as clients and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision making.
• Provide specialized support in the area of logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
• Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.
• Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

6. Warehousing and inventory management:
• Manage UNICEF warehouse facilities and operations in line with UNICEF policies and procedures. Assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to supervisor. Assess new warehouse facilities when required. If necessary, implement and organize new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wik-Halls/Rub Halls).
• Maintain appropriate warehousing and inventory management processes in support of the country programme implementation. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained.
• Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.
• Supervise receipt of consignments and dispatch of supplies.
• Prepare stock reports. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee.

To qualify as an advocate for every child you will have…
• Secondary education and a minimum of 6 years of relevant experience is required. Professional and/or university courses related to the field of work (supply chain management, procurement, contracting or logistics) are highly desirable.
• Six (6) years of progressively responsible work experience in supply/logistics management. Experience in health logistics systems strengthening and managing immunization program is an added advantage. For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace additional two years.
• Proven expertise and experience in procurement process and knowledge of immunization / medical products
• Fluency in English and Swahili. A second UN language is an asset



Work Hours: 8

Experience in Months: 72

Level of Education: High School

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