Procurement Associate

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies.

Under the direct supervision of the Procurement manager and under the guidance from the Head of Support Services, the Procurement Associate will ensure the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she will promote a client-focused, quality and results- oriented approach and provide support to the relevant procurement personnel. In the discharge of her/his duties, the Procurement Associate will work with minimal supervision and liaise with UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.

Functional competencies

1. Transactional Procurement Support services Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following: - Incorporation of necessary steps to embed sustainability in the procurement process; - Completeness of submissions to the Contract and Property Committees (CPCs); - Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments; - Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global Market Place, and other external sources; - Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data; - Information databases, all procurement files and records updated and maintained; - Status reports generated, as required; - Availability of all supporting documents for audit and review purposes;

2. Procurement planning, requisitions and sourcing

Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results: - Collaboration with projects personnel and Managers in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity; - Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office; - Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage; - Review of requisitions for completeness; - Preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests; - Constant liaison with vendors and consignee until safe delivery of goods is achieved; - Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters; - Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters;

• Preparation of monthly reports on procurement matters;

• Liaison with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;

  3. Bidding and tendering processes

  Undertakes or supervises technical support to bidding and tendering processes, focusing on achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;
• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking legal clearance in case of required adjustments;

• Together with the requesting programme/operations clients, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC or other, statutory, designated body;

• Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component;

• Organizing of LCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review;

• Maintenance of records of LCPC or designated, statutory body.

  4. Contract administration Supports efficient contract administration, focusing on achievement of the following results:

• Follow-up signing of contracts by vendors;
• Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;
• Dissemination of contract advertisement and awards;
• Maintenance of contracts and filing system;

• Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics

  5. Team Management

• Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

• Provides oversight, ensuring compliance by team members with existing policies and best practices.

  6. Knowledge building and knowledge sharing

• Organizes, facilitates and/or delivers training and learning initiatives for personnel on procurement;
• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement;
• Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of results by the Procurement Associate affect the performance of major aspects of the relevant business unit/s, project activities, procurement and contract management support services, impacting the timely and effective implementation of the respective services and deliverables. This ensures client satisfaction and promotes the image and credibility of UNOPS as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education

Completion of Secondary School is required;

First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required.

Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage

Experience

A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations is required:

Supervisory experience of personnel in procurement support services will be an added advantage;

Experience in working with a range of stakeholders in developing countries will be an added advantage;

Some experience in UN system organizations is desirable;

Experience in handling of web-based management systems is desired;

Experience in use of Enterprise systems including OneUNOPS is desirable Experience use of Google Suite applications is desired.

Languages

Full working knowledge of English is required.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

• ****This is a local post. As such, it is only open to Kenya Nationals or persons with valid residence permits****
• ****This position is based in a family duty station****

Contract type, level and duration

• Contract type: Local Individual Contractor Agreement
• Contract level: LICA 6
• Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Kenya

Kenya

The UNOPS Kenya office manages more than 60 projects in around 10 countries of eastern and southern Africa. UNOPS in Kenya helps partners achieve their project goals in sectors including: governance, education, health, the environment, grant management and rural development.