UNOPS Procurement Assistant - Retainer Jobs in Kenya

UNOPS Procurement Assistant - Retainer Jobs in Kenya


  • Under the guidance and supervision of the Procurement Manager, the Procurement Assistant -Retainer provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for Regional Offices and Project Centres, ensuring high quality and accuracy of work.

  • He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.

  • The Procurement Assistant - Retainer liaises with Operations and Support Services Group and project managers in order to ensure best support. In performing his/her work, the Procurement Assistant promotes a client, quality and results-oriented approach.

    [Functional Responsibilities

    Summary of Key Functions:

  • Implementation of operational strategies

  • Support to contract administration and procurement processes

  • Administrative and clerical support

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

  • Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.

  • Inputs to the office’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management.

  • Supports contract administration and procurement processes for Kenya Multi Country Office (KMCO), UNOPS projects and at the request of other Agencies, focusing on achievement of the following results:

  • Inputs to the preparation of procurement plans for the office

  • Support to the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation

  • Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services, vendor creation, maintenance of the filing system in the procurement Unit.

    Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:

  • Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and informing clients

  • Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.

  • Oral/written responses to queries from internal
    and external clients regarding procurement matters

  • Establishment and maintenance of working files on procurement activity

  • Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters

  • Liaison with the logistics unit or projects on receipt of goods, equipment's and services in view of obtaining proper delivery report, RIR, or relevant certificates Ensuring that all supporting documents are available for audit and for review purpose;

    Impact of Results:

  • The key results have an impact on the execution of the Kenya Multi Country Office (KMCO) procurement services management in terms of quality and accuracy of work completed.

  • Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.

    Education

  • Secondary education is required. A Bachelor`s Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required.

  • Training in procurement/accounting/business studies is an added advantage.

    Experience

  • Minimum of four years of relevant experience in finance/administrative support services or procurement is required.

  • Experience in the of google suite applications as well as in handling of web-based management systems is desirable.

  • Knowledge of UNOPS procurement and financial rules and regulations is desirable.

  • Experience in Business Analytics is desirable

    Languages

  • Good written and verbal communication in English is required.

    How to Apply

  • For more information and job application details, see; UNOPS Procurement Assistant - Retainer Jobs in Kenya


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