Organizational Location
The Technical Assistant position is located in the UNFPA office in Copenhagen in the Procurement Services Branch of the Division for Management Services. The incumbent reports to the Deputy Chief and provides support to the Technical Specialist for Medical Devices as well as coordinates procurement activities and processes in accordance with the Financial Rules and Regulations and Procurement procedures of UNFPA, coordinating with the members of the QA and Strategic Procurement teams as necessary.
2. Job Purpose
In direct support of UNFPA’s strategy to achieve the ICPD goals and MDG’s and under the supervision and guidance of the Chief of Procurement Branch ensure the effective and efficient implementation of technical, administration and procurement processes and the provision of the following services:
A. Provides technical and administrative support for medical devices
B. Ensures excellent organization and administration of the technical evaluation activities of medical devices, Emergency Reproductive Health Kits, Surgical Instruments sets tenders.
C. Coordinate the work of consultants subcontracted to perform technical evaluations and inspections of medical devices.
D. Communication with vendors and managing of the documentation and reports
E. Other technical and administrative tasks and projects assigned by manager.
3. Major Activities/Expected Results
Technical and Administrative support to the QA team
· Informs the QA team on the status of pending technical and administrative issues and work deadlines.
· Collates all technical specifications, technical evaluation reports and reports from pre-shipment inspections
· Reviews and researches new technologies to improve on technical specifications of medical devices.
· Processes and formats text and tables in correspondence, documentation and reports
· Organize meetings and technical reviews as requested.
B. Ensures excellent organization and administration of the activities for medical devices.
· Keeps track of projects and activities using SO
· Assures communication with vendors, participants in meetings and stakeholders is well archived and organized.
· Organizes documentation related to technical evaluations, meetings and coordinates the technical evaluations and reviews of the bids etc.
C. Provide support to procurement functions.
· Act as main administrative focal point with consultants on queries related to payments.
· Carry out the requestor function or purchaser function for the QA running related expenditure.
· Assist on any administrative functions associated with Procurement bidding in related to the QA team.
· Procurement of goods and services as per activities coordinated by the QA team.
D. Communication with vendors and managing of the documentation.
· Communicates with new vendors for the QA team to get their vendor form filled and additional documentation correctly filled out.
· Communicate with consultants getting their flight profiles filled out.
E. Other technical and administrative tasks and projects assigned by manager.
· Other tasks may be assigned by the manager during periods of heavy workload (e.g. year end, staff absences) or when a new project or activity commences.
4. Work Relations
. Deputy Chief of Procurement P5, Purpose: Reporting, Frequency: Daily
. Technical Specialists P4, Purpose: Reporting, Frequency: Daily
. Technical Associates, G6, Purpose: Guidance and follow up, Frequency: Daily
. Consultants, Purpose: coordination of activities, Frequency: Daily
5. Job Requirements
Education:
Secondary School Diploma plus formal training in biomedical engineering or medical devices related area.
Knowledge and Experience:
Minimum 2 years of related work experience preferably in a customer focused organization
Minimum 2 years of experience in a technical, or clinical or administrative, support.
Excellent working knowledge of MS Office, Atlas and other software applications.
Knowledge of SuperOffice software an asset.
Experience in international procurement and logistics is an asset.
Knowledge of reproductive health commodities, medical terminology, especially medical devices etc., is required.
Knowledge of international regulations on quality of medical devices is required
Required Competencies:
Functional Competencies:
Logistical support
Excellent planning, organizing and multi-tasking skills
Managing documents, correspondence and reports
Managing information and workflow
Providing financial support
Flexibility in handling unexpected work assignments as and when necessary
Languages:
Fluency in English is required. Working knowledge of one other official U.N. language, especially French and/or Spanish is an asset.
Other Desirable Skills:
Highly motivated
Desire and ability to learn quickly
Ability to work independently
Maintains diplomacy, tact and customer focus with internal and external partners relationship.
How to apply:
6. How to Apply
Applications in English (including letter of interest,(quoting****Technical Assistant SSA****), CV****,****and completed/signed UN Personal History Form,should be sent no later than 17:00 hours on October 31st, 2014 via email to:vacancies@unfpa.dk
The Personal History Form link can be found and downloaded from below website link:
http://europe.unfpa.org/public/europe_employment
Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview.
Please note that the selected candidate must have a residence/working permit in Denmark.
UNFPA will only be able to respond to those applicants in whom UNFPA has afurther*interest.*
The UN Common Premises is a smoke-free work environment.
There is no application, processing or other fee at any stage of the application process.
UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.