Senior Procurement Assistant (364 days) at United Nations Office at Nairobi (UNON)

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi. Responsibilities Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.Identifies and recommends 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. Prepares and submits LCC and HCC presentations. Enters into 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 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. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. Assists with visualizations and updating information material such as web pages or brochures. Signs procurement orders up to the authorized limit. Drafts a variety of correspondence. Supervises and assigns and reviews the work of more junior staff. Performs other duties as assigned. Specific QualificationThe Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is required.Please attach a copy of your CIPS Level 4 certificate or a copy of your equivalent professional certification.Work Experience A minimum of ten years of progressively responsible work experience in procurement or related area with at least three years of direct firsthand procurement experience on acquisition of strategic, high-value and of complex scope of goods and services from worldwide sources and for diversified clients in multiple countries is required.Direct experience in procuring design and construction related services such as Renovations, New Build or Road Construction/Maintenance is desirable.Experience in managing procurement in support of a development programme with multiple thematic areas is desirable.Experience in managing procurement in support of public, private or non-governmental entities that have national, regional or international operations is desirable.Working knowledge and experience in Enterprise Resource Planning (ERP) system is desirable.One (1 ) year or more of experience in data analytics or related area is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in oral and written English is required. Working knowledge of another UN language is desirable. NOTE: “fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.