Job Title: Procurement Assistant
Hiring Organization: United
Nations Office on Drugs and Crime
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit Organisation
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/26/2024
Responsibilities
Within
limits of assigned authority, the Procurement Assistant will be responsible for
the following specific duties:
- Review,
record and prioritize purchasing requests and obtain additional
information/documentation as required; provide assistance to
requisitioners in preparing scope of work and specification of goods and
services; propose product substitutions consistent with requirement to
achieve cost savings; determine the availability of funding sources.
- Identify
and recommend source of procurement; interview potential suppliers.
- Produce
tender documents e.g. invitations to Bids, requests for proposals and
requests for quotation based on the nature of the requirement and cost of
procurement involved.
- Prepare
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
- Enter
into negotiation of terms and conditions of orders under the guidance of
Procurement Officer; obtain credit and other information on proposed
suppliers.
- Finalize
purchase orders and contracts for approval by the Procurement Officer; and
prepare submission to the Contracts Committee for review and subsequent
approval by the authorized official.
- Resolve
issues/problems related to delivered goods; prepare and sign Return to
Vendor forms for unacceptable and/or damaged goods received.
- Maintain
relevant internal database and files; keep track of any contractual
agreements direct provisioning contracts and inform affected users of
contractual rights and obligations.
- Research,
retrieve and present information from a variety of internal and external
sources on sources of supply, vendor by commodity etc.
- Draft
a variety of correspondence.
- Assist
with the collection and analysis of data as well as preparation of data
presentations and reports for information sharing, responding to queries,
knowledge management, planning and decision making.
- Assist
with visualizations and updating information material such as web pages or
brochures.
- Supervise,
assign and review the work of more junior staff.
- Perform
other work-related duties as assigned.
- Competencies
Education
- High
school diploma or equivalent is required. A CIPS Level 4 Diploma in
Procurement and Supply is required.
Specific
Qualification
- A
CIPS Level 4 Diploma in Procurement and Supply is required. Please attach
a copy to your application.
Work
Experience
- A
minimum of seven (7) years of progressively responsible experience in
procurement, contracts management, administration or related area is
required.
- The
minimum number of years of relevant experience is reduced to five for
candidates who possess a first-level university degree or higher.
- Experience
in identifying vendors and working with vendor databases is required.
- Experience
working with an ERP (Enterprise Resources Planning) system is required.
- Experience
in procurement and contract management in an international organization or
within the United Nations system or similar international organization is
desirable.
- Experience
in SAP (System, Applications & Products)/Umoja is desirable.