UNICEF Senior Procurement Assistant Job in Nairobi Kenya

United Nations Children’s Fund (UNICEF)
 

Kenya Country Office

Vacancy Announcement   “KCO/SUP/2014-071”  

Duty Station: Nairobi

Vacancy: Senior Procurement Assistant, GS-7

Type of Contract: Fixed Term
        
Reference # 90676

Date of Issue: 21 October 2014

Closing Date: 03 November 2014

Applications are hereby invited from suitably qualified candidates to fill the above Fixed Term position in UNICEF Kenya Country Office (KCO), Nairobi

Purpose of the Post: Under the general supervision of the Procurement Specialist, prepares invitations to bid and requests for proposals; purchase orders, contracts and LTAs for all kinds of goods and institutional services, obtains quotations from local vendors, reviews and monitors status of Sales Orders, Purchase Requisitions, Purchase Orders, contracts and LTAs; their budgets and maintains financial records of purchase allotment accounts: for purchasing standard programme supplies and services, office supplies, furniture and equipment.

Major Duties and Responsibilities:

• Receives and reviews Sales orders and Purchase requisitions for clarity, adequacy of specifications and terms of reference and evaluation criteria for completeness, confirms availability of funds, and obtains additional information considered necessary for authorizing a valid Sales Order and Purchase Requisition.
• Compiles lists of local sources of procurement, contacts local vendors for price quotations, prepares summary of bids including information on price and conditions of offer.
• For more costly procurements required under the procurement procedures, drafts bid invitations and/or requests for price quotations; drafts e-mail solicitations and related correspondence for goods and services. 
• Once decision on supplier is taken, compiles purchase order and institutional contract documents for supervisor’s signature; ensures distribution of signed purchase orders and contract documents to suppliers, service providers and all required offices, collects their acknowledgements, and ensures obligation of funds is recorded.  Provides procedural training on procurement and contracting.
• Drafts recommendations on adjudications, and submissions for the Contracts Review Committee (CRC); prepares and distributes submission files containing the cases to be presented to the CRC.5
• Undertakes Supply and institutional contracts planning to support the country programme, consolidates different programme plans into an annual plan, advises programmes on specifications, material codes, budgets, sources of procurement and mode of shipment, follows up for budget allocations and shortfalls to ensure funds availability; records expenditures, and advises procurement specialist as to status of allotments, on a regular basis.
• Extracts procurement information from Vision, records and summarizes them for use in the monthly, quarterly, mid-year and annual reports; compares these actual reports with Supply Plans, and follows up with respective Programme sections for necessary action, adjusting obligated prices with budgets on Sales Orders and Purchase Requisitions.
• Maintains manual and automated procurement and contract files and records; provides purchase information to receiving and inventory staff; maintains procurement supply and vendor reference library.

Required Qualifications:

• Completion of secondary education or equivalent, supplemented by courses in purchasing methods and/or accounting. 
• Completion of first University degree in business courses or equivalent or Diploma in logistics, warehousing, supply management and/or accounting with computer proficiency are added advantages.

Experience:

• Seven years of progressively responsible clerical or administrative work, with specialized experience in purchasing a variety of materials and services.  
• Experience with computer databases, for the maintenance of procurement records. 

Language: Good knowledge of English language and knowledge of the working language of the duty station.

Competencies: 
 

i) Core Values (Required)

• Commitment      
• Diversity and Inclusion     
• Integrity

ii)  Core Competencies (Required)

• Communication [Level II] 
• Working with People [Level II] 
• Drive for Results [Level II]

iii) Functional Competencies (Required)

• Analysing, [Level II]
• Applying Technical Expertise, [Level II]
• Planning and Organizing, [Level II]
• Following Instructions and Procedures, [Level II]

Interested and suitable candidates should ensure they forward their applications along with their P11, curriculum vitae, P11 (CLICK HEREto download) (internal candidates should attach copies of their last two Performance Evaluation Reports), to:    
 

The Human Resources Manager
UNICEF Kenya Country Office
Email address: kenyahrvacancies@unicef.org

Please indicate Reference No. “KCO/SUP/2014-071” in the email subject.

“Qualified female candidates are encouraged to apply”
 

UNICEF practices zero tolerance for sexual exploitation and abuse

UNICEF office is a smoke-free environment