Procurement Assistant

<!–

Description

–>

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.   UNEP’s Corporate Services Division (CSD) is the guardian of UNEP’s corporate interest, mitigating its exposure to risk and supporting the organization with management tools, plans and related capacity building. It oversees UNEP’s efficient and effective management, in line with UNEP’s accountability requirements, rules, regulations and UN core values.  This position is located in the Procurement and Partnerships Unit within the Corporate Services Division, at the Nairobi duty station.  Procurement and Partnerships Unit provides seamless integration in operational areas which support and enhance programme delivery on behalf of Corporate Services Division (CSD).

Responsibilities

• Designs and develops spreadsheet reports and databases using various software platforms in accordance with instructions received from supervisor.
• Assists 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.
• Reviews and advise on Waiver submissions.
• Drafts a variety of correspondence.
• Supervises, assigns and reviews the work of more junior staff.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
• Identify and recommend sources of procurement, interview potential suppliers.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
• Prepares abstracts of offers and compiles 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs.
• Enters into negotiation of terms and conditions of orders under the guidance of Administration/Supply Chain Officers; obtains credit and other information on proposed suppliers.
• Finalizes purchase orders and contracts for approval by the Administration/Supply Chain 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.
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
• Maintains relevant internal databases and files; administers and keeps track of any contractual agreements, direct provisioning 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, as well as obtain specifications for new products and equipment on the market.
• Reviews client’s demand plan, ensuring that sufficient time is available to undertake respective procurement exercises.
• Assists and advise on submissions to the Supply Chain Management Team (SCMT) in the case that external service provider is to be considered for engagement (e.g. UNDP). 
• Assist in conducting market research, as requested.

Education:

High school diploma or equivalent is required.

Work Experience:

• A minimum of seven (7) years of progressively responsible experience in procurement, administration or related areas is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.   
• Experience working with an ERP system such as SAP in the area of purchasing and/or supply chain is required.   
• Experience working within the United Nations common system or similar international organization is desirable.   
• A minimum of one (1) year or more experience in data analytics or related area is desirable

Languages:

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in English is required.
• Knowledge of another official United Nations language is desirable. 

Source: https://careers.un.org/jobSearchDescription/257085?language=en

<!—

<!–

–>