The Procurement Associate works in close collaboration with all units in the RO to resolve complex procurement-related issues and information exchange.
This position is located in Nairobi, within OCHA ROSEA’s Administrative Unit.
Within delegated authority, the Procurement Associate will be responsible for the following duties:
- Monitors status of existing requisitions/shopping carts, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required;
- 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 the 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 a 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;
- 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.
Maintaining relations with vendors:
- 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.
- <Enter Competencies here>
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by the deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvements
Learn Continuously
LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
People Management (Insert below standard sentence if the position has direct reports.)
Cross-Functional & Technical competencies
Procurement - Sourcing: The ability to acquire goods, services or works from an outside external source
Procurement - Sourcing: Ability to find, evaluate and engage suppliers of goods and services
Procurement - Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
Procurement - Supplier Management: Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Procurement - Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Required Skills and Experience
- Secondary Education with specialized training in procurement is required. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
- 6 years of progressively responsible administrative experience is required at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.),
- Advanced knowledge of automated procurement systems, and experience in handling of web-based management systems.
Fluency in written and spoken English is required. Knowledge of another UN official language is highly desirable but it is not a requirement