Procurement Assistant

Under the guidance and supervision of the Procurement Manager, the Procurement Assistant provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for Regional Offices and Project Centres, ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.

The Procurement Assistant liaises with Operations and Support Services Group and project managers in order to ensure best support.  In performing his/her work, the Procurement Assistant promotes a client, quality and results-oriented approach.

Summary of Key Functions: 

• Implementation of operational strategies
• Support to contract administration and procurement processes
• Administrative and clerical support

• 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.

Supports contract administration and procurement processes for Kenya Multi Country Office (KMCO), UNOPS projects and at the request of other Agencies, focusing on achievement of the following results:

• Inputs to the preparation of procurement plans for the office
• Support to the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation
• Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services, vendor creation, maintenance of the filing system in the procurement Unit.

Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:

• Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and informing clients
• Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.
• Oral/written responses to queries from internal and external clients regarding procurement matters
• Establishment and maintenance of working files on procurement activity
• Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters
• Liaison  with the logistics unit or projects on receipt of goods, equipment's and services in view of obtaining proper delivery report, RIR, or relevant certificates Ensuring that all supporting documents are available for audit and for review purpose;

Impact of Results:
The key results have an impact on the execution of the Kenya Multi Country Office (KMCO) procurement services management in terms of quality and accuracy of work completed.  Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.

• Secondary education is required.
• Technical/Professional Diploma is preferred
• Training in procurement/accounting/business studies is an added advantage

• Minimum of  four years of relevant experience is required.
• Experience in finance/administrative support services or procurement in UN or international organization is preferred.
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is desirable.
• Knowledge of UNOPS procurement and financial rules and regulations is desirable.

• Good written and verbal communication in English is required.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

1. Contract type; Local Individual Contractor 
2. Contract level; LICA 4
3. Contract duration; Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Kenya Multi Country Office (KMCO)

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.