Procurement Assistant G5, Nairobi

JOB PURPOSE

To perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations. Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed. Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services. Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions to ensure supplies reach HQ and field operations. Research, collate and present information in standard formats, to enable informed decision-making and consistency of information presented to the stakeholders. Update, manage and maintain relevant databases and records, to ensure the information is accurate, organised, and available for others to access, and supports reporting requirements. Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs. Provide technical support and/or allocate work to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines. Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis. Coordinate all procurement processes for field offices ensuring timely delivery of the right goods and services.

OTHER SPECIFIC JOB REQUIREMENTS

Demonstrate capability to work in partnership with other functional units. Strong understanding of procurement systems. Strong research and data analysis skills. Ability to work in a multi-cultural environment Proficiency in utilizing computers, including proficiency in using MS Excel

STANDARD MINIMUM QUALIFICATIONS

Education : Completion of secondary school education. A post-secondary certificate in Procurement or related functional area. Level 2 CIPS certification (certificate in procurement & supplies). A degree in the functional area is desirable.

Experience : At least 5 years of progressive experience in Procurement of Goods and Services with specific experience in vendor management.

Language : Fluency in both oral and written English.

Knowledge : Demonstrated knowledge of UN Procurement Processes. Demonstrated analytical capacity and communication skills.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Has worked on procurement activities. Experience conducting analyses and developing reports. Experience working with suppliers or other third party on day to day basis.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Tendering and Contracting Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information. Vendor Management Leverages basic understanding of business needs to define vendor requirements and selection criteria. Commodity and Product/Service Intelligence Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices. Systems & Reporting Utilizes basic understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks. Ethics and Compliance Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.