Jobs - 55316- Procurement Assistant

Procurement Assistant

Location :

Nairobi (With Possible Relocation to Somallia when situation permits), KENYA

Type of Contract :

FTA Local

Starting Date :

01-Jul-2015

Application Deadline :

06-May-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One Year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The UN Somalia Common Security Budget activities, includes staffing costs and UN missions in conflict. The United Nations Organizations in Somalia therefore seeks to recruit suitably qualified nationals for the position of Procurement Assistant to effectively implement the UN Common Security Budget (CSB) for Somalia. The Procurement Assistant works in close collaboration with the UNDSS Somalia and other UN personnel in providing support on finance related issues.

The mandate of the United Nations Department of Safety and Security (UNDSS) is to provide leadership, operational support and oversight of the security management system to enable the safest and most efficient conduct of the Programmes and activities of the United Nations System.

Under the guidance and supervision of the Deputy Security Advisor and technical supervision of the UNDP Procurement Specialist ensures effective execution of Procurement services and processes in CO and transparent utilization of financial resources. The Procurement Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

The Procurement Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and with UNDP HQs staff for resolving Procurement-related issues and information exchange.

Note:

This post is funded from locally cost-shared security budget and not from core UNDSS budget.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Custom clearance;
Control of Programme Assets;
Provision of logistical services;
Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to preparation of logistics procurement plans in consultation with the direct supervisor and office management.

Ensures Custom clearance documentation for tax focusing on achievement of the following results:

Support the process of obtaining documents for tax and custom clearance for programme inputs;
Support the process of custom clearance through UNDP procurement unit;
Obtain relevant documentation, prepare necessary documentation for signature by proper authorities, and follow up of the entire process until its completion in close collaboration with the UNDP's General Services Unit.

Ensures proper control of the Programme Assets focusing on achievement of the following result:

Maintains the files of office and programme assets; arranges for transfer, temporary custody and hand-over of programme assets; prepares all documentation needed;
Preparation of inventory reports;
Ensures inventory and physical verification of the programme assets.

Ensures provision of logistical services focusing on achievement of the following results:

Coordinates vehicle repair and maintenance related issues between the programme and service providers and relevant correspondence ensuring that vehicle maintenance procedure is followed;
Compiles and verifies of the Monthly Fuel Report (Trip Tickets) and monitoring fuel consumption of all Mission Vehicles;
Controls and prepares for final verification of the invoices received from fuel providers, car wash services, towing service and other.
Maintains the transport fleet database up to date;
Assists the programme with the management and record keeping (all Mission vehicle records, vehicles related documents, invoices, etc);
Develops and maintains accident case files, and follows up on insurance procedures, when necessary;
Responsible for registration, re-registration and de-registration of DSS vehicles in the respective state services.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff on Procurement;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the execution of the CO procurement services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning:

Shares knowledge and experience;
Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
Develops substantive knowledge of one or more Practice Areas;
Provides helpful feedback and advice to others in the office;
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Leadership and Self-Management:

Focuses on results for the client;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates strong oral and written communication skills;
Remains calm, in control and good humored even under pressure;
Responds positively to critical feedback and differing points of view;
Solicits feedback from staff about the impact of his/her own behavior;

Required Skills and Experience

Education:

Completion of Secondary Education with specialized training in procurement.
University Degree in Business or Public Administration would be desirable, but it is not a requirement;
Certificate in Public Procurement Level2 (CIPS) required. If certification is not available at the time of recruitment, it should be obtained within 6 months.

Experience:

5 years of relevant Procurement experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems;
Experience in handling of web based management systems.

Language:

Fluency in oral and written English.