Procurement Assistant - Operations

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

In Kenya, the UN WOMEN Country Programme contributes to the development objectives of Kenya’s blue print, the Vision 2030 and is aligned to the United Nations Development Assistance Frameworks (UNDAF) of 2018-2022, as well as UNWOMEN Global Strategic Plan.

Under the direct supervision of the Procurement Associate, Operations Unit, the national UN Volunteer will undertake the following tasks:

1. Provide general administrative and logistical support to the Office in accordance with UNWomen rules, regulations, policies, and strategies • Support with reviewing of procurement incoming requests for completeness, adequacy, clarity of specifications, funds availability etc.; • Assist with preparation and conduct of Request for Quotations, ITBs or RFPs for their preliminary evaluation and approval by the relevant authorities in full compliance with UN Women regulations and rules; • Aid in updating databases or other relevant electronic management systems with procurement data for use by the Country Office, Regional Office, or Headquarters; • Support with Buyer roles in Atlas; • Pro-actively follow up on placed orders and deliveries with all concerned parties to ensure the timely and safe delivery of goods/services; • Follow up on suppliers’ evaluation reports with respect to delivery performance and commercial acceptability; • Assist with reconciliation of suppliers’ invoices for payment; • Assist with the processes for applying for duty exemption with Host Country.

2. Provide administrative support to office management • Provide procurement-related support for requests relating to office management; • Assist with the maintenance of the filing system in ensuring the safekeeping of confidential information through proper and accurate filing for easy retrieval of documents; • Assist with research on procurement information for the Country Office.

Furthermore, UN Volunteers are required to: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an active part in UNV activities (for instance in events that mark IVD); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Timely procurement of goods and services as per UN Women rules and regulations
• Timely reporting as required
• Maintenance of a robust document management system

procurement is required - Experience working in a computer environment using multiple office software packages is a must - Experience working in the UN system is desirable - Ability to perform a broad range of activities aimed at effective and efficient functioning of the Operations unit including logistical support - Ability to organize and complete multiple tasks by establishing priorities - Ability to handle a large volume of work possibly under time constraints - Ability to establish, build and sustain effective relationships with all members of Programme Units. - Computer Skills: Excellent computing and IT skills, with full competency in office software packages.

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighbouring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; National Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties. Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO).

Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services and educational facilities are readily available. The city is widely connected through its main airport, Jomo Kenyatta International Airport and the smaller Wilson Airport. Air transport is also available to many upcountry destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that it serves as the headquarters for both the UN-HABITAT and UNEP.

The socio-economic and cultural background of the immediate society in the UNV would be living and working in is diverse and prevailing security conditions at the place of the assignment are modest. The topographic and climatic features of the assignment location are a highland cool and warm tropical climate.