Procurement Assistant G5, Nairobi

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

This position is found in the Kenya Country Offices (COs), and reports to the Head of Unit, the Procurement Officer.  This position is responsible for completion of a range of procurement processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend straightforward courses of action to staff, and may allocate tasks and technically support other staff.

JOB PURPOSE

To perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations.
2. Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.
3. Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.
4. Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions to ensure supplies reach HQ and field operations.
5. Research, collate and present information in standard formats, to enable informed decision-making and consistency of information presented to the stakeholders.
6. Update, manage and maintain relevant databases and records, to ensure the information is accurate, organised, and available for others to access, and supports reporting requirements.
7. Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
8. Provide technical support and/or allocate work to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines.
9. Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
10. Coordinate all procurement processes for field offices ensuring timely delivery of the right goods and services.

OTHER SPECIFIC JOB REQUIREMENTS

• Demonstrate capability to work in partnership with other functional units.
• Strong understanding of procurement systems.
• Strong research and data analysis skills.
• Ability to work in a multi-cultural environment
• Proficiency in utilizing computers, including proficiency in using MS Excel

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in Procurement or related functional area. Level 2 CIPS certification (certificate in procurement & supplies). A degree in the functional area is desirable.

Experience: At least 5 years of progressive experience in Procurement of Goods and Services with specific experience in vendor management.

Language:  Fluency in both oral and written English.

Knowledge: Demonstrated knowledge of UN Procurement Processes.  Demonstrated analytical capacity and communication skills.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has worked on procurement activities.
• Experience conducting analyses and developing reports.
• Experience working with suppliers or other third party on day to day basis.

FUNCTIONAL CAPABILITIES

TERMS AND CONDITIONS

Type of Contract: Fixed Term, G5

Duty Station: Nairobi, Kenya

Contract Duration: 01 Year

Only shortlisted candidates will be contacted and advance to the next stage of the selection process. The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways. All employment is decided on the basis of qualifications and merit. Applicants profile MUST match the C.V attached. Any discrepancies between the C.V and the profile will lead to automatic disqualification.

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DEADLINE FOR APPLICATIONS

Applications for this position will close at 11.59 (East Africa Time) on 26 April 2024.

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.