UN Job Kenya. Procurement Associate (Maternity Replacement)
Application Deadline : 13-Nov-12
Type of Contract : TA Local
Post Level : GS-6
Location : Nairobi, KENYA
Languages Required : English
Contract : Six months
Expected Duration of Assignment : Six months
Under the guidance and direct supervision of the Procurement Specialist, the Procurement Associate supports the leadership in execution of procurement services in the Country Office (CO) ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate works in close collaboration with the operations programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.
Duties and Responsibilities
Summary of Key Functions:
Administration and implementation of operational strategies
Organization of procurement processes
Provides key input to sourcing strategy and e-procurement tools
Facilitation of knowledge building and knowledge sharing
Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
Organizes procurement processes for CO, DEX projects and at the request of other Agencies focusing on achievement of the following results:
Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services,. Buyers profile in Atlas.
Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Regional Advisory Committee on Procurement (RACP).
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Organization of joint procurement processes for the UN Agencies in line with the UN reform.
Provides key input to sourcing strategy and e-procurement tools focusing on achievement of the following results:
Update of the rosters of suppliers, providing vendor/contractor evaluations as appropriate. implementation of supplier selection and evaluation.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Provides advice and support to colleagues, and sub-office on as appropriate.
Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the overall CO efficiency in procurement. Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery of UNDP programmes/ projects.
Building Strategic Partnerships
Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Identifies new and better approaches to work processes and incorporates same in own work
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solution
Design and Implementation of Management Systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
Makes recommendations related to work procedures and implementation of management systems
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
UNDP Procurement Certification programme
Required Skills and Experience
Secondary Education with specialized training in procurement. University Degree in Business or Public Administration or realted field would be desirable, but it is not a requirement.
6 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.
Fluency in the UN and national language of the duty station.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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