United Nations Support Office for AMISOM (UNSOA)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Functional Title: Procurement Assistant
Grade: GL-6 (Two Posts)
Sections Unit: Procurement
Vacancy Announcement Number: UNSOA/PRO/001/2015
Organizational Setting and Reporting Relationships
Work implies frequent interaction with the following: Procurement, Finance, Logistics and Administrative Officers and other staff in the immediate work unit and across the Mission, DM, DFS, other Departments and Offices within the Secretariat, Field Missions, UN Offices away from Headquarters and the Commissions. Executives and representatives of commercial, marketing and sales firms.
- Provides effective support to Procurement Officers and clients.
- Provides well researched analysis of procurement sources and award recommendations.
- Accurately prepares procurement documents (e.g. Tender documents, purchasing orders, etc.).
- Consistently applies appropriate policies, guidelines, procedures and processes.
- Effectively and timely liaison with concerned parties at all stages of the procurement process.
- The Procurement Assistants based in Nairobi will report to Procurement Team Leaders or Heads of units.
Duties and Responsibilities
- The incumbent, within delegated authority, will be responsible for the following duties;
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
- Identify and recommend sources of procurement; interview potential suppliers.
- Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
- Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
- Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs return to Vendor forms for unacceptable and/or damaged goods received.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
- Drafts a variety of correspondence.
- Supervises and assigns and reviews the work of more junior staff.
- Performs other duties as assigned.
- Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda
- before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time
- and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
- Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by
- gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
- High school diploma or equivalent. Higher education qualification with certification from CIPS or equivalent is desirable.
- Knowledge and working experience in the UN procurement system is also desirable.
- Seven (7) years of progressive experience in procurement public and/or private.
- Knowledge of procurement policies, processes and procedures and of purchasing.
- Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given.
- English and French are the working languages of the United Nations Secretariat.
- For the post advertised, fluency in oral and written English is required.
- Knowledge of another official United Nations language is an advantage.
How to Apply
Qualified candidates may submit their applications including their curriculum vitae or United Nations Personal History form (P.11) to the address mentioned below on or before the deadline.
Email: [email protected]
Deadline for Applications: 7 September 2015
Applications received after the deadline 07 September 2015 will not be considered.