Individual Contractor - Administrative Assistant

Result of Service a) Coordination and implementation of procurement contracts; b) Provision of administrative support including procurement c) Review of reports, web stories and official correspondence d) Development of procurement reports and drafting of web stories.

Work Location Kenya

Expected duration 2 June - 1 September 2023

Duties and Responsibilities Under the overall supervision of the Regional Representative and direct supervision of the P4 Procurement Officer, the contractor will perform the following tasks:

• Assessing and monitoring contract performance including advising on actions to address instances of non-compliance/partial compliance with contractual obligations.
• Maintaining updates on all procurement templates in order to ensure uniformity of procurement documentation as recommended by the head of Procurement from time to time.
• Assist during audits by gathering and compiling procurement documents from all programmes requested by the auditors during audits with the guidance of the procurement head.
• Coordinating with staff responsible for LVAs across ROEA pillars to get monthly reports on LVAs; ensure visibility of spend and establish requirements that can be fulfilled through other procurement methods e.g., Contracts and adherence to the UN rules governing the use LVAs. This will include creating monthly reports and sending them to pillar managers.
• Liaising, monitoring, and coordinating with all pillars regarding acquisition planning and obtaining quarterly plans on upcoming procurements as well as monitoring and reporting on the implementation of the acquisition plans.
• Maintaining electronic and hard copy files to ensure proper accountability of procurement documentation. This includes constant verification of procurement documents against the developed checklists to ensure compliance and completeness of the files.
• Liaising with the ROEA procurement team regarding claims and disputes including instances demanding specific performance, claims against contractual conditions and warranties, and other contractual remedies and escalating them as deemed appropriate.
• Maintain Purchase Order/ Contract logs which indicate the agreed delivery timelines and follow up/expedite the delivery and notify the responsible parties in case of delays in delivery or service provision in order to take timely intervention or corrective action.
• Follow up with suppliers to ensure timely delivery and compliance to contractual terms, including reporting to the P4 Procurement Officer to address instances of poor performance and contractual breach.
• Follow up on vendor payment in case of delays and escalating the issue where necessary to the relevant authority.
• Coordinating with procurement staff in preparation of weekly procurement activities report shared with programme managers on a weekly basis.
• Support office focal points with the drafting of operating manuals and guidance notes.
• Compiling and analysing data from a variety of sources, summarizing and presenting conclusions for review.
• Screen incoming correspondence; compiles background documents and references; identify issues requiring the manager’s attention monitors and follows up on actions to be taken.
• Researches, compiles and summarizes background materials for use in the preparation of reports, briefs, speeches, etc; scans reports from specialized agencies, as well as newspapers, magazines, periodicals and other information sources to identify articles of interest to the manager.

• Collation and dissemination of bi-weekly briefs and monthly web stories.

  Qualifications/special skills High school diploma is required.

At least five years of relevant professional experience in the field of General office Administration, Programme management or Programme development is required.

Working experience in an international organization or the United Nations system is desirable.

Excellent drafting skills; competence to synthesize large quantities of information in clear and concise form is desirable.

Ability to work independently and in a team is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this post, oral and written fluency in English is required. Knowledge of another official United Nations language is an advantage. Knowledge of Swahili is desirable.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.