Aug 21, United Nations Support Office in Somalia Procurement Assistant Jobs in Kenya

Org. Setting and Reporting

This position is located in the Procurement Section within the United Nations Support Office in Somalia (UNSOS) and is based in Mogadishu. The incumbent will report to the Unit Chief within the Procurement Section.

Responsibilities

Under the supervision and general guidance of the Unit Chief within the Procurement Section, the incumbent will perform the following functions:

• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.

• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.

• Monitors status of existing requisitions maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.

• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.

• Prepares abstracts of offers and compiles data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.

• Finalizes purchase orders and contracts for approval by the Procurement Officer; if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.

• Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.

• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc, and informs affected users of contractual rights and obligations.

• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.

• Drafts routine correspondence.

• Performs other duties as assigned.

Competencies

• Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

• Planning &

Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

• Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Professional certification such as Chartered Institute of Purchasing and Supply Certification (CIPS Level 4) or another equivalent is desirable.

A Certificate of Procurement or Contract Management training is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in procurement, logistics and supply chain management or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.

Knowledge and experience working with Enterprise Resource Planning (ERP) systems in the area of procurement modules is desirable.

Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques, practices and operations used in contracting for a diverse range of goods and services is desirable.

Knowledge of contract law and expertise in handling contract issues is desirable.

Excellent negotiating skills in resolving conflict and ability to shape and influence agreements with requisitioning units and vendors is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this postion fluency in English (both oral and written) is required.

How to Apply

For more information and job application details, see; United Nations Support Office in Somalia Procurement Assistant Jobs in Kenya

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