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Procurement Associate

Procurement Associate
Company:

Unops


Details of the offer

Job Summary

Applications are invited from qualified persons for the above vacant position.

Minimum Qualification:Bachelor
Experience Level:Mid level
Experience Length:6 years
Job Description/Requirements

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.

Under the direct supervision of the Procurement manager and under the
guidance from the Head of Support Services, the Procurement Associate
will ensure the provision of efficient and timely support services in
procurement and contract administration to the different programmers in a
relevant geographical area. He/she will promote a client-focused,
quality and results- oriented approach and provide support to the
relevant procurement personnel. In the discharge of her/his duties, the
Procurement Associate will work with minimal supervision and liaise with
UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio
Managers and Portfolio Assistants in order to ensure best support.

Functional competencies

1. Transactional Procurement Support services

Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following:

Incorporation of necessary steps to embed sustainability in the procurement process;

Completeness of submissions to the Contract and Property Committees (CPCs);

Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments;

Provision of requested research/data on market supply
by conducting routine market research to determine sources of supplies,
using United Nations Global Market Place, and other external sources;

Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data;

Information databases, all procurement files and records updated and maintained;

Status reports generated, as required;

Availability of all supporting documents for audit and review purposes;

2. Procurement planning, requisitions and sourcing
Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:
Collaboration with projects personnel and Managers in
the preparation of their procurement plan, awarding, administering and
monitoring of all matters related to procurement for the given
geographical area / project activity;

Maintenance and update of procurement monitoring
processes for projects and provision of feedback on purchase orders to
requesting office;

Provision of proposals to requesting entity on modes
for providing goods, works and services, including procurement deadlines
for each stage;

Review of requisitions for completeness;

Preparation of proper and complete specification for
equipment and materials, Job Profiles and Statement of Works for the
preparation of RFP, RFQ and ITB, ensuring clearance/approval by
respective units of the requests;

Constant liaison with vendors and consignee until safe delivery of goods is achieved;

Drafting of letters, memoranda, faxes, email, etc.;
monitoring of progress and liaison with vendors during the entire
procurement cycle; investigation and resolution of post-order problems
and of progress reports on procurement matters;

Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters;

Preparation of monthly reports on procurement matters;

Liaison with the logistics unit or projects on
receipt of goods, equipment and services in view of obtaining proper
delivery report, RIR (Receipt and Inspection Report), or relevant
certificates and that proper inventory is taken;

3. Bidding and tendering processes

Undertakes or supervises technical support to bidding and tendering processes, focusing on achievement of the following results:
Preparation of shortlists of suitable
contractors/suppliers for purchases of value over designated amounts for
approval of designated officer;

Preparation and issuance of EOI, RFQ, ITB, RFP or
other tender documents as required, ensuring their conformity with UNOPS
approved templates or seeking legal clearance in case of required
adjustments;

Together with the requesting programme/operations
clients, support review and evaluation of bids or proposals received and
preparation of analysis for less-complex, contract awards and for
submission to the LCPC or other, statutory, designated body;

Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component;

Organizing of LCPC (or designated, statutory body)
meetings as may be required, and circulating at least 24 hours in
advance documents for review;

Maintenance of records of LCPC or designated, statutory body.

4. Contract administration

Supports efficient contract administration, focusing on achievement of the following results:
Follow-up signing of contracts by vendors;

Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;

Dissemination of contract advertisement and awards;

Maintenance of contracts and filing system;

Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics

5. Team Management
Facilitates the engagement and provision of high
quality results and services of the team supervised through effective
work planning, performance management, coaching, and promotion of
learning and development.

Provides oversight, ensuring compliance by team members with existing policies and best practices.

6. Knowledge building and knowledge sharing
Organizes, facilitates and/or delivers training and learning initiatives for personnel on procurement;

Provides sound contributions to knowledge networks
and communities of practice by synthesizing of lessons learnt and
dissemination of best practices in procurement;

Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of results by
the Procurement Associate affect the performance of major aspects of the
relevant business unit/s, project activities, procurement and contract
management support services, impacting the timely and effective
implementation of the respective services and deliverables. This
ensures client satisfaction and promotes the image and credibility of
UNOPS as an effective service provider in project services and
management. This enhances UNOPS’ competitive position as a partner of
choice in sustainable development and project services in the
country/region served.

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.
Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage

Experience

A
minimum of six (6) years of relevant experience in providing
procurement support services in national and/or international public or
corporate organizations is required:
Supervisory experience of personnel in procurement support services will be an added advantage;
Experience in working with a range of stakeholders in developing countries will be an added advantage;
Some experience in UN system organizations is desirable;
Experience in handling of web-based management systems is desired;
Experience in use of Enterprise systems including OneUNOPS is desirable
Experience use of Google Suite applications is desired.
Languages

Full working knowledge of English is required.
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Requirements


Knowledges:
Procurement Associate
Company:

Unops


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