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Batch Recruitment: Procurement Associate, GS-6 (3 posts) - Fixed Term, Kenya Country Office, Nairobi (Advertised Internally for UNICEF Staff Only)

Nairobi (Kenya)

Under the supervision of the Procurement Specialist, the Procurement Assistant provides support in the management of procurement activities, both for goods and services. At the G-6 level, the below tasks are expected to be carried out with a medium-high level of independence.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Supply

Under the supervision of the Procurement Specialist, the Procurement Assistant provides support in the management of procurement activities, both for goods and services.

How can you make a difference?

Collaborate with programme/requisitioners and provide guidance on procurement processes, defining their needs and on best methods of sourcing

 

As assigned by the supervisor, conduct procurements for assigned categories of goods and services.  Coordinate with Programme Sections on Supply planning - receive and review supply requisitions for accuracy of Specifications/Terms of Reference for goods and services, review sourcing methods, evaluation criteria, confirm availability of funds and obtain additional information from program sections as required. Monitor assigned requisitions to ensure completion of procurement actions in a timely manner.

Coordinate and participate in periodic category council meetings to review supply plans and discuss procurement strategies/LTAs.

Deliver efficient procurement services for assigned categories

In accordance with UNICEF standard policies and procedures conducts Requests for Expression of Interest to identify potential suppliers; prepare Requests for Quotation, Invitations to Bid, Requests for Proposal; conduct bid openings; prepare bid tabulations; liaise with requisitioners/3rd party inspection companies as appropriate to obtain technical and quality evaluations; assist in preparation of Award Recommendation Documents (ARDs)/Contracts Review Committee (CRC) submissions; prepare Long Term Arrangements (LTA’s) as required. In coordination with the relevant budget owner, draft and issue Purchase Orders (PO’s)/Contracts in VISION for the recommended vendor with detailed scope of work, payment schedule, deliverables and completion time, etc. Prepare excise exemption certificates, octroy certificates and any other documents as required; ensure that requisitioners are kept up to date on the procurement progress. In collaboration with the requisitioners monitor the performance of the supplier to ensure delivery is in accordance with the PO/Contract and recommend corrective action as appropriate; ensure timely payment to the supplier and closure of the PO/Contract.

In collaboration with the supervisor participates in procurement services activities management for the country office partners. Collect all appropriate Procurement Services requests, maintain records on procurement services activities, and establish a dashboard for monitoring.

Maintain procurement records and manage information and reporting of assigned categories

Open, maintain and monitor both manual & electronic procurement files & records; provide purchase information to receiving section/inventory staff.

Update weekly workload report indicating procurement action taken on assigned files in the previous week and monitor and expedite deliveries against purchase orders and contracts. Simultaneously maintain all manual registers reflecting update on the procurement activity.

Extract procurement related data/information from VISION and analyze and compile information for sharing with the programmes and the senior management on various indicators as and when required.

Provide contract management support to the programme/requisitioners

Under the guidance of the supervisor act as the supply focal point for Contract Management and Administration of the contracts issued and in coordination with the Requisitioner/Programme Section monitor and advice on any proposed contractual amendments, and also support resolve any claims/disputes that may arise.

Provide strategic technical support to procurement activities

Undertake market research to identify potential suppliers/contractors, maintain an up to date supplier database.

Collaborate with other UN Agencies and participate in UN procurement taskforce meetings to see where and how UN can deliver as “one” to get best services and best value for money.

Participate in technical support missions to field offices as required. Undertake field visits to conduct Regional market survey and identification of potential supplies for regional procurement. Also undertake field assignments to resolve any supply issues as required. Conducts periodic visits to the Field Offices and supports the supervisor with peer review of procurement action taken at field level together with procurement workshops/sharing sessions as may be required and subject to budgetary funding.

Support initiatives to ensure local market development where appropriate.

Undertake learning and also participate in knowledge sharing activities.

Participate in learning activities/programmes offered by the organization and also invest time in undertaking self-learning to strengthen/enhance the existing skills and knowledge in the relevant functional area.

Engage in knowledge sharing activities with global supply community on the platform offered by Knowledge Sharing Unit of Supply Division.

Carry out other functions as assigned by the supervisor.

To qualify as an advocate for every child you will have…

  • Education:  Completion of secondary school education is required, with courses/certifications in business administration, supply chain management, procurement or logistics considered as an advantage.

    A Bachelor's degree in Supply and Procurement or related field is an asset.

  • Experience:  Minimum 6 years of progressively responsible professional work experience in the areas of procurement, supply or logistics and/or other directly-related technical field is required, with an understanding of development and humanitarian work.

  • Developing country work experience and/or familiarity with emergency is considered an asset.

      Language Requirements:  Fluency in English and local language of the duty station is required.

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The technical competencies required for this post are:

  • Analyzing (II)
  • Applying Technical Expertise (II)
  • Planning & Organizing (II)
  • Following Instructions and Procedures (II)

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

 

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Nairobi (Kenya)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Human Resources
    • Procurement
    • Administrative support
    • Children's rights (health and protection)
  • Closing Date: 2018-07-25

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