Job Procurement Assistant, Nairobi

Closing Date: Thursday, 20 May 2010

Procurement Assistant, G-7
DEADLINE FOR APPLICATIONS:	20 May 2010
DATE OF ISSUANCE:	20 Apr 2010
ORGANIZATIONAL UNIT:	United Nations Office at Nairobi
DUTY STATION:	Nairobi
VACANCY ANNOUNCEMENT NUMBER:	10-PRO-UNON-424032-R-NAIROBI

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Remuneration Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Responsibilities The United Nations Office in Nairobi (UNON) is the UN Headquarters in Africa and the representative office of the Secretary General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). The post is located in the Procurement, Travel and Shipping Section under the supervision of the Chief Procurement Officer (CPO). The incumbent will perform the following functions:-1. Provide procurement expertise related to the processing of services and works required by UNEP, UN-HABITAT and UNON. 2. Analyze Requisitions for goods, services and works, for completeness; a) Advise and Review contract requests;b) In accordance with Procurement guidelines, determine the solicitation method to be applied and issue the appropriate solicitation document;c) Prepare requests for proposals as per UN Finance Regulations and Rules;d) Prepare abstracts and financial proposals;e) Draft written presentations to the Local Committee on contracts for review and recommendation;f) Ensure that contracts are awarded based on fairness;g) Convey notification of award and draft the contract;h) Monitor contract performance in coordination with the Requisitioner, ensuring compliance with contractual obligations with regard to quality, timeliness as well as other performance indicators;i) Supervise and provide guidance to Procurement Assistants;j) Approve contracts as per the delegated authority from the Director of Administration, UNON;k) Assist in contract negotiations with contractors for projects of high dollar value;l) Undertake special assignments by Requisitioners when required by the CPO;m) Prepare and/or coordinate, upon request, reports on various activities of the Procurement unit.3. Other functions:a) Respond to queries regarding terms and conditions of the contract;b) Provide input/response to audit queries;d) Coordinate the maintenance of relevant internal databases and files;4. Perform other duties as assigned.

Competencies Professionalism: Thorough knowledge and understanding of the Procurement Manual and relevant sections of the Financial Regulations and Rules, Purchasing and Supplies Procedures; Ability to communicate effectively with Requsitioners and to negotiate with vendors; Is conscientious and efficient on meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal motives; Shows persistence when faced with difficult problems or challenges. Teamwork: Solicit inputs by genuinely valuing others' ideas and expertise. Planning and Organizing: Develops clear goals that are consistent with agreed strategies and established procedures; Adjusts priorities as required, allocate appropriate amount of time and resources for completing work. Client Orientation: Considers all those to whom services are provided to be client and establish and maintain productive partnerships with Requisitioners; Identifies clients needs and matches them to solutions; Keeps the clients informed of progress or setback in projects; Meets time line for delivery of products or services to clients.

QUALIFICATIONS

Education Secondary education or equivalent is required; higher education certificate and/or additional training in procurement is highly desirable

Work Experience A minimum of Seven years of relevant and progressive experience in procurement.

Languages English and French are the working Languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Working knowledge of other UN official languages is an asset.

Other Skills Familiarity with UN software applications such as Ms Word, Excel and Access is requires and working knowledge of Integrated Management Information System (IMIS) desirable. Good drafting skills required.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

How to apply All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary. To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password. After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications. In completing the PHP, please note that all fields marked with an asterisk must be completed. UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax. E-mail: Recruitment@unon.org, Fax: 254-20-762-4212 Please see the Frequently Asked Questions, if you encounter problems when applying.