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Procurement Assistant Jobs, Procurement Jobs in Kenya, NGO Jobs in Kenya, UNDP Jobs

Duties and Responsibilities

  • Provide Administrative and Coordination Support to Procurement Strategies in Accordance with UN Women Rules, Regulations, Policies and Strategies
  • Research and draft responses to enquiries for clearance by the Regional Operations Manager;
  • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Implement procurement management policies and strategies;
  • Contribute to the development of sourcing strategies;
  • Support the rollout of the of e-procurement and e-travel functions.
    Coordinate Procurement Processes for the Regional Office
  • Provide inputs to the preparation of procurement plans for Programmes/ projects;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
  • Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
  • Perform Buyer role in Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Timely processing of vendor creation requests in ATLAS;
  • Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation for all travelers;
  • Prepare submissions to the Procurement Review Committee (PRC), as necessary.
    Coordinate Contract Management Processes for the Regional Office
  • Provide administrative support to contract management processes; maintain databases;
  • Coordinate submissions of F10 claims;
  • Maintain rosters of suppliers;
  • Maintain filing system.
    Facilitate knowledge Building and Knowledge Sharing
  • Participate in trainings for the operations/projects staff;
  • Provide support to the synthesis of lessons learnt and best practices.
    Logistical Services
  • Arrange shipments and conference facilities;
  • Process requests for visas for all UN travelers;
  • Support with administrative duties including office maintenance, pouch and registry services;
  • Arrange hotel reservations for visiting UN/UN Women officials;
  • Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
  • Arrange transportation for high-level officials;
  • Liaise with UNON on VAT applications;
  • Perform other administrative tasks as assigned by supervisor.

Competencies;
Core Values

  • Respect for Diversity;
  • Integrity;
  • Professionalism.

Core Competencies

  • Awareness and Sensitivity Regarding Gender Issues;
  • Accountability;
  • Creative Problem Solving;
  • Effective Communication;
  • Inclusive Collaboration;
  • Stakeholder Engagement;
  • Leading by Example.

Functional Competencies

  • Knowledge of procurement processes, systems, administrative rules and regulations;
  • Knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good IT and web-based management skills.

Required Skills and Experience
Education and Certification

  • Completion of secondary education is required;
  • Procurement Certification from an internationally recognized educational institute; or a bachelor’s degree (or equivalent) in Business Administration or related field is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

Experience

  • At least 5 years of progressively responsible experience in procurement, administration or related experience at the national or international level;
  • Advanced knowledge of automated procurement systems, experience in handling of work-based management systems;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Knowledge of UN procurement rules and regulations is preferable;
  • Experience in Enterprise Resource Management System (ERP) is an asset.

Language Requirements

  • Fluency in both written and spoken English and Kiswahili is required;
  • Knowledge of the other UN official working language is an asset.

How to Apply

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