Responsibilities for the Procurement Officer Job
The incumbent will perform the following duties and responsibilities in support of the procurement unit:
Management and Implementation:
- Full compliance of procurement activities with UNOPS Procurement Manual, Financial Rules and Regulations, relevant Organizational Directives and Administrative Instructions;
- Implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
- Effective use of internal Standard Operating Procedures in Procurement, control of workflows in the Procurement Unit;
- Continuous business processes monitoring and elaboration of changes
Planning and Evaluation:
- Support timely preparation of procurement plans for the projects and monitoring of their implementation;
- Elaboration of needs assessment and requirement definition mechanisms for identification of projects’ actual procurement needs;
- Implementation of monitoring and control of procurement processes including receipt of requisitions, organization of RFQ, ITB and RFP, receipt of quotations, bids and proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS Procurement Manual and FRR;
- Support in preparation of procurement-related submissions to the HQCPC;
- Review and verification of purchase orders for goods, contracts for services and works;
- Effective use of procurement processes monitoring systems and mechanisms to eliminate deficiencies in procurement; elaboration (whenever necessary) of changes in the procurement monitoring systems.
Coordination and Knowledge sharing:
- Contribution to projects during planning and implementation stages;
- Participation in negotiations, acceptance reviews and project budget formulation as required;
- Conduct procurement training for staff and participation in Knowledge sharing communities as required.
- Perform other duties as may be assigned.
Monitoring and Progress Controls:
- Assist in submission of a procurement reports to the Head of Support Services and/or Procurement Manager, on a quarterly basis, or as required.
- Assist in the development of the unit work plan, and contribute to the achievement of those goals.
- Complete procurement of all required goods, works and services on a timely basis and in an accurate manner;
- Participate in the development of monitoring tools for the procurement unit and work with members of the unit to ensure these tools are used effectively.
Final Product
- Efficient procurement service to the clients, while maintaining full compliance to the UNOPS standards.
- Perform other duties as may be assigned from time to time, including backstopping for other procurement personnel in the office.
Procurement Officer Job Qualifications
- A first level university degree (Bachelor’s degree) in business administration, project management, economics, social/ political science, law, international relations, development studies or related field is required. A Master’s degree is a distinct advantage.
- Minimum of 3 years of working experience in procurement and supply chain management with UN or other international organizations is required.
- Minimum 1 year of supervisory experience is required.
- Knowledge of UNOPS procurement and financial rules and regulations is desirable.
- Work experience in developing / post conflict countries is an added advantage.
- Fluency in both written and oral English is required.
Competencies
- Integrity and Inclusion:Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
- Leading Self and Others:Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
- Partnering:Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
- Results Orientation:Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
- Agility:Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
- Solution Focused:Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
- Effective Communication:Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Additional Considerations
- Qualified female candidates are strongly encouraged to apply.
- Please note that the closing date is midnight Copenhagen time
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
- This is a local position. Therefore, it is only open to Kenyan nationals or those with relevant residency permit.
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