PROCUREMENT OFFICER

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UN-Habitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This position will be focused on all procurement activities related to the Replacement of Office Blocks A to J project at the United Nations Office at Nairobi, which is a multimillion-dollar, multi-year undertaking that would entail construction of a building development that replaces the existing office blocks A to J and includes the implementation of flexible workspace strategies at all remaining office blocks located on the Gigiri Complex. The incumbent will be responsible for all procurement activity related to the design and construction of the Replacement of Office Blocks A to J project while adhering to the strict deadline as mandated by the General Assembly. This position is located in the United Nations Office at Nairobi, Procurement Section at the Nairobi duty Station. Under the supervision of the Chief, Procurement Section and within delegated authority, the incumbent will perform the following duties:

Responsibilities

• Plans, develops and manages all procurement and contractual aspects of projects of significant complexity specifically related to major construction and renovations of buildings within the UNON complex through a worldwide procurement of diverse services and commodities (e.g. works, services, information technology, electronic equipment and instruments, building maintenance materials, office supplies, construction, furniture, etc.) taking into account local economic and other conditions.
• Advises requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.
• Provide technical advice on procurement activities to officials of substantive units during all phases of procurement cycle.
• Supervise/oversee preparation and distribution of invitations to tender and manage/conduct all aspects of the tender exercise.
• Utilize establishment procurement procedures to clarify and solve procurement-related queries from requisitioners.
• Establish and maintain work program and time frames for processing requests in accordance with the procurement manual.
• Develop and prepare contracts for the procurement of goods and services; Issue international tender invitations; Evaluate responses and make recommendations for the finalization of purchase and award of contracts; Approve procurement orders up to the authorized limits and prepare
draft submissions for the Chief Procurement Officer (CPO) before presentation to the committees on contacts for review and subsequent approval by the authorized official.
• Conduct market research via internet and trade publications to keep abreast of market developments; Research and analyze statistical data, market reports and availability of goods and services.
• Oversee adherence to contractual agreements, recommend amendments and advise vendors and requisitioners on contractual rights and obligation; Conduct or coordinate all phases of negotiation of disputes arising from contacts.
• Prepare a variety of procurement related documents, contacts, communication and guidelines.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Performs any other duties as requested by the Supervisor.

Competencies

• PROFESSIONALISM: Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. Knowledge of contract law and expertise in handling complex contract issues. In-depth grasp of leading-edge procurement techniques, practices and operations; Ability to address broader issues of procurement in terms of impact at the programme and institutional level; Good working knowledge of best value for money concept and methodology, Strong analytical skills and good knowledge of quantitative methods to measure supplier capacity and commercial offers; Extensive knowledge of sources of supply, market trends and pricing; Excellent negotiating skills in resolving conflict and ability to shape and influence agreement with requisitioning offices and vendors; Discretion and sound judgment in applying technical expertise to resolve complex and/or sensitive issues. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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.

• PLANNING AND 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.

• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

An advanced university degree (Master's or equivalent) in supply chain management, procurement, business administration, commerce, engineering, law or related fields is required. A first-level degree (Bachelor's degree or equivalent) in the specified fields of studies with two (2) additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Job - Specific Qualification

Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Please attach a copy of your CIPS Level 4 certificate or a copy of your equivalent professional certification.

Work Experience

Five (5) years of experience in Procurement of global service contracts, of which Three (3) years first and experience on Contract Administration and/Contract Management is required.

Experience in administering or managing design and/or construction contracts in the UN system or international organizations is desirable.

Experience in managing large procurement cases for goods and services in large international organizations is desired.

One (1) year experience supervising a procurement team is desirable

Experience working with a Systems Application and Products (SAP) system or another Enterprise Resource Planning (ERP) system is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post fluency in English (both oral and written) is required. Knowledge of another official United Nations language is desirable.

NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This is a project post. Appointment against this position is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.