Procurement Assistant G5, Nairobi

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

WFP Kenya Country Strategic Plan is based on the National Zero Hunger Strategic Review, as well as the United Nations Development Assistance Framework. It contributes to Sustainable Development Goals 2 and 17, as well as WFP Strategic Results 1, 4, 5 and 8, through four specific outcomes:

• Refugees and asylum seekers living in camps/settlements and populations affected by natural and man-made disasters have access to adequate food to meet their food and nutrition needs.
• Targeted smallholder producers, food-insecure and vulnerable populations benefit from sustainable, inclusive food systems and increased resilience to climate shocks to meet food and nutrition needs by 2023.
• National and county institutions in Kenya have strengthened capacity and systems to assist food-insecure and nutritionally vulnerable populations by 2023.
• Government, humanitarian and development partners in Kenya have access to and benefit from effective and cost-efficient logistics services, including air transport, common coordination platforms, and improved commodity supply chains.

WFP Kenya works in some of the remotest parts of the country, working with local communities to deliver on our promise to enhance food securiy, eliminate mulnutrition and strengthen food systems. We work with the national and country governments as well as national and international actors, including other UN bodies, the private sector and individuals of goodwill.

ORGANIZATIONAL CONTEXT

This position is found in the Kenya Country Offices (COs), and reports to the Head of Unit, the Procurement Officer. This position is responsible for completion of a range of procurement processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend straightforward courses of action to staff, and may allocate tasks and technically support other staff.

JOB PURPOSE

To perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations. 2. Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed. 3. Review, record and prioritise purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services. 4. Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions to ensure supplies reach HQ and field operations. 5. Research, collate and present information in standard formats, to enable informed decision-making and consistency of information presented to the stakeholders. 6. Update, manage and maintain relevant databases and records, to ensure the information is accurate, organised, and available for others to access, and supports reporting requirements. 7. Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs. 8. Provide technical support and/or allocate work to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines. 9. Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.

10. Coordinate all procurement processes for field offices ensuring timely delivery of the right goods and services.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable. Level 2 CIPS certification (certificate in procurement & supplies).

Experience: At least 3 years of progressive experience in Procurement of Goods and Services with specific experience in vendor management.

Language: Fluency in both oral and written communication in English is a requirement.

Knowledge: Demonstrated knowledge of UN Procurement Processes. Demonstrated analytical capacity and communication skills.

OTHER SPECIFIC JOB REQUIREMENTS

• Demonstrate capability to work in partnership with other functional units.
• Strong understanding of procurement systems.
• Strong research and data analysis skills.
• Ability to work in a multi-cultural environment
• Proficiency in utilizing computers, including proficiency in using MS Excel

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has worked on procurement activities. • Experience conducting analyses and developing reports. • Experience working with suppliers or other third party on day to day basis.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Tendering and Contracting Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information. Vendor Management Leverages basic understanding of business needs to define vendor requirements and selection criteria. Commodity and Product/Service Intelligence Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices. Systems & Reporting Utilizes basic understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks. Ethics and Compliance Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

TERMS AND CONDITIONS

• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
• The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
• WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways.
• All employment is decided on the basis of qualifications and merit.
• Applicants profile MUST match the C.V attached. Any discrepancies between the C.V and the profile will lead to automatic disqualification.

DEADLINE FOR APPLICATIONS

Applications for this position will close at 11.59 (East Africa Time) on 23 June 2022.

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.