UNOPS - United Nations Office for Project Services
Procurement Associate, Nairobi, Kenya
Organization: UNOPS – United Nations Office for Project Services
City: Nairobi, Kenya
Office: UNOPS East Africa Hub Nairobi
Under the direct supervision of the Procurement Manager, the incumbent is expected to perform the following duties and responsibilities, but not limited to:
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
Completion of secondary education is required
A University degree or a professional diploma in the area of procurement or related field would be an asset and maybe accepted in lieu of respective years of experience.
Minimum of 6 years of working experience in procurement and supply chain management support is required.
Basic understanding of logistics and Inco terms 2000 is desired.
Experience in the usage of computers and office software packages (MS Office 2003 and or newer versions) and knowledge of spreadsheet and database packages as well as experience in handling of web-based management systems is desired.
Good knowledge of UNOPS procurement and financial rules and regulations is desired.
Strong IT skills, knowledge of PeopleSoftKnowledge of other UN language is desired
Fluency in written and oral English required.
Knowledge of second UN working language desirable.
PRINCE2 foundation or equivalent project management qualification is an asset;
Professional certification in the field of procurement from the Chartered Institute of Purchasing and Supply (CIPS) or elsewhere a plus
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Contract type: Individual Contractor Agreement (ICA) Contract level: LICA 6 Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’ This is a local post. As such, it is only open to Kenyan Nationals or persons with valid residence permits This position is based on a family duty station For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Please note that the closing date is midnight Copenhagen time (CET)
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.
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.
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.
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. Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.
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