UNOPS recruits 01 Procurement Associate

Procurement Associate

Job categories:  Procurement

Vacancy code: VA/2019/B5303/17835

Department/office: AFR, KEMC, Kenya MCO

Duty station: Nairobi, Kenya

Contract type: Local ICA Support

Contract level: LICA-6

Duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Dealine date:  15-Jun-2019

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

 Functional Responsibilities

Under the direct supervision of the Procurement Manager, the incumbent is expected to perform the following duties and responsibilities, but not limited to:

1. 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.

2. Supports procurement planning and systems, focusing on achievement of the following results:

Collaboration with projects personnel and Managers in the preparation of their procurement plan;

Collaboration in the development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the UNOPS East Africa Hub (EAH)

Maintenance and update of procurement monitoring system and provision of feedback on purchase orders to requesting office;

3. Supports the office’s requisitions/procurement processes and sourcing strategies, focusing on achievement of the following results:

Defining with requesting entity the best way of providing goods, works and services, including procurement deadlines for each stage;

Review of requisitions for completeness and adequacy of technical specifications;

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

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, equipments and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken;

Ensuring availability of all supporting documents for audit and for review purposes

Conduct of market research to determine sources of supplies by 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

4. Supports the bidding and tendering processes, focusing on achievement of the following results:

Preparation of waivers for competitive bidding, waivers for provision of grants, ensuring that full and proper justification and documentation are provided for review and approval by the  Local Procurement Committee (LPC); for waivers for which the contract value exceeds the delegation of authority of the Regional Director,  ensuring that the LPC minutes and justifications are properly documented for submission to the Procurement Advisory Committee (PRAC);

Preparation of shortlists of suitable contractors/suppliers for purchases of value over $30,000 for approval of designated officer;

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

Together with the requesting programme/operations component, review and evaluation of bids or proposals received and preparation of analysis for contract awards and for submission to the LPC;

Preparation of PRAC submission together with the requesting programme/operations component;

Organizing of LPC meetings as may be required, and circulating at least 24 hours in advance documents for review;

Maintenance of LPC records

5. Provides support to efficient contract administration, focusing on achievement of the following result:

Preparation of non-staff contracts/LPOs and necessary amendments ensuring conformity with template UNOPS documents for review by the requesting unit;

Follow-up signing of contracts, LPOs by vendors;

Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors;

Maintenance of contracts, LPO filing system;

6. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information

Participation in the trainings for the operations/ projects staff on Procurement.

Sound contributions to knowledge networks and communities of practice

 Education

Completion of secondary education is required A University degree or a p…

 Experience

Minimum of 6 years of working experience in procurement and supply chain managem…

 Languages

Fluency in written and oral English required. Knowledge of second UN working…

 Certifications

PRINCE2 foundation or equivalent project management qualification is an asset; …

 Competencies

Treats all individuals with respect; responds sensitively to differences and enc…

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: LICA 6 Cont…

 Additional Considerations

Please note that the closing date is midnight Copenhagen time (CET) Applica…

 Background Information – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful imp…