Job Title
PROCUREMENT ASSISTANT, G5
Department/ Office
United Nations Office at Nairobi
Duty Station
NAIROBI
Posting Period
11 April 2013-11 May 2013
Job Opening number
13-PRO-UNON-27734-R-NAIROBI (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports global programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT), as well as other UN agencies in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Procurement, Travel and Shipping Section (PTSS)/UNON.
Responsibilities
Under the overall supervision of the Chief Procurement Officer (CPO), the incumbent will perform the following duties:
1. Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services;
2. Review, records and prioritizes purchasing requests and obtains additional information as required; determines the availability of vendors and funding sources;
3. Monitor status of existing requisitions, maintain contact with supplier to ensure timely delivery of goods and services, coordinates shipment of goods to Headquarters and field mission, verifies receipt and inspection of deliverable and accurately reports as and if required;
4. Produces tender documents based on the nature of requirements and cost of procurement involved;
5. 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 under the guidance of Procurement Officers;
6. Finalizes purchase orders and contracts for approval by the Procurement Office;
7. Assists relevant officers in more complex, higher value purchasing operations; Coordinates distributions of pertinent document to concerned parties, ensures appropriate follow-up actions etc;
8. Maintains relevant internal databases and files; Keeps tract of any contract agreements, systems contract etc and informs affected users of contractual rights and obligations;
9. Research, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity etc;
10. Draft routine correspondence;
11. Perform other duties as assigned.
Competencies
- Professionalism: Knowledge of procurement policies, processes and procedures related to the purchase of supplies and services; 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; 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.
- 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.
- Communication: Speaks and writes clearly and effectively; listens to others; Correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Demonstrates openness in sharing information and keeping people informed.
Education
Secondary education or equivalent is required; Supplementary courses or additional training in procurement is highly desirable.
Work Experience
A minimum of five years of relevant and progressive experience in procurement, finance, administration or related areas required.
Languages
English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN language is desirable.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
Special Notice
Appointment against this post is for a limited duration (one year) and does not carry any expectancy, legal or otherwise, of renewal.
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.
