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Job Opening

Posting Title: PROCUREMENT ASSISTANT, G6
Job Code Title: PROCUREMENT ASSISTANT
Department/Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 04 July 2017 - 02 August 2017
Job Opening Number: 17-Procurement-UNON-80559-R-Nairobi (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable 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 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. 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 e-mail acknowledgement within 24 hours of submission, your application may not have been received.If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the United Nations Office at Nairobi, Procurement Section at the Nairobi duty Station. Under the overall supervision of the Chief, Procurement Section, the incumbent will perform the following duties:

Responsibilities

• Review, record and prioritize purchasing requests and obtain additional information/documentation as required.
• Provide assistant to requisitioners in preparing scope of work and specification of goods and services.
• Propose produce substitutions consistent with requirement to achieve cost savings; determine the availability of funding sources.
• Identify and recommend source of procurement; Interview potential suppliers.
• Produce tender documents e.g. Invitations to Bids, Requests for proposals and Requests for Quotation based on the nature of the requirement and cost of procurement involved.
• Prepare 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.
• Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officer; Obtain credit and other information on proposed suppliers.
• Finalize purchase orders and contracts for approval by the Procurement Officer; and prepare submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Resolve issues/problems related to delivered goods; Prepare and signs Return to Vendor forms for unacceptable and/or damaged goods received.
• Maintain relevant internal database and files; Keep track of any contractual agreements direct provisioning contracts and inform affected users of contractual rights and obligations.
• Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendor by commodity etc.
• Draft a variety of correspondence.
• Supervise, assign and review the work of more junior staff.
• Perform other related duties as assigned.

Competencies

• Professionalism: Knowledge of procurement policies, processes and procedures; purchasing and accounting techniques; 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; 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.

• 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.

• 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.

Education

High school diploma or equivalent is required. Supplementary courses or additional training in procurement is highly desirable.

Work Experience

A minimum of seven years of relevant experience in procurement or related areas required. Experience in vendor registration and VAT exemption processing is an advantage.

Languages

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 a second official UN language is desirable.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

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.

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