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Procurement Assistant, G5

United Nations
Nairobi, Kenya

Salary rangeConfidential | Contract type: Permanent

You have 5 days left to apply for this job.

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Job Summary

The United Nations Office at Nairobi (UNON) is the UN Headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services. (www.unon.org). This post is located at the United Nations Office at Nairobi, Procurement Section at the Nairobi duty station.Within delegated authority and under the general guidance of the Chief, Procurement Section and the direct supervision of the Procurement Officer, the incumbent will perform the following:

Responsibilities

• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
• Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
• Drafts routine correspondence.
• Performs other duties as assigned.

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 5 years
Required languages: English (Spoken: fluent | Written: fluent)
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