Summary
Date Posted: Thursday, June 23, 2022 , Base Salary: Not Disclosed

JOB DETAILS:

About
• The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

• Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Zimbabwe and several island states.


• Under the guidance and supervision of the Procurement Manager, the Procurement Assistant provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for Regional Offices and Project Centres, ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Procurement Assistant liaises with Operations and Support Services Group and project managers in order to ensure best support. In performing his/her work, the Procurement Assistant promotes a client, quality and results-oriented approach.

Summary of Key Functions:
• Implementation of operational strategies
• Support to contract administration and procurement processes
• Administrative and clerical support
• Ensures implementation of procurement and operational strategies, focusing on achievement of the following results:
• Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.
• Inputs to the office’s procurement business processes mapping and to the elaboration of internal
• Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management.
• Supports contract administration and procurement processes for Regional Offices/Project Centers, UNOPS projects and at the request of other Agencies, focusing on achievement of the following results:
• Inputs to the preparation of procurement plans for the office;
• Support to the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation ;
• Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services, vendor creation, maintenance of the filing system in the procurement Unit.
• Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:

• Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and informing clients;
• Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.
• Oral/written responses to queries from internal and external clients regarding procurement matters
• Establishment and maintenance of working files on procurement activity;
• Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters;
• Liaison with the logistics unit or projects on receipt of goods, equipment's and services in view of obtaining proper delivery report, RIR, or relevant certificates Ensuring that all supporting documents are available for audit and for review purpose;

Impact of Results:
• The key results have an impact on the execution of the Regional Office/Project Centre procurement services management in terms of quality and accuracy of work completed. Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.

Compitences
• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education:
• Completion of secondary school is required.
• First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required.

Experience:
• Minimum of four years of relevant experience in finance and/ or administrative support services and/ or procurement Administration is required.
• Experience in the of Google Suite applications as well as in handling of web-based management systems is desirable;
• Knowledge of UNOPS procurement and financial rules and regulations is desirable

Language Requirements
• Fluency in English is required


Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure

• Follow the link to apply https://jobs.unops.org/Pages/Account/Login.aspx?ReturnUrl=%2fpages%2fViewVacancy%2fApplyVacancy.aspx%3fid%3d24094&id=24094 


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