Procurement Associate, Kenya

Job Summary:

Organization: UNDP

Country: Kenya

City: Nairobi

Office: ICDDR,B in Nairobi, Kenya

Description of assignment title: Procurement Associate

Assignment country: Kenya

Expected start date: 08/05/2024

Sustainable Development Goal: 17. Partnerships for the goals

Volunteer category: National UN Volunteer Specialist

Host entity: UNDP

Type: Onsite

Duration: 12 months

Number of assignments: 1

Closing date: Monday, 22 July 2024

 

Mission and objectives

UNDP works in 170 countries and territories to eradicate poverty while protecting the planet. We help countries develop strong policies, skills, partnerships and institutions so they can sustain their progress

The primary and overarching objective of United Nations Development Programme in Kenya is the eradication of poverty in the context of sustainable development, including the pursuit of the Sustainable Development Goals, and promotion of United Nations fundamental principles. A core dimension to the work of UNDP in Kenya is on Democratic Governance given the national focus on governance reforms. UNDP supports the country’s efforts towards achieving the Vision 2030 Political Pillar, which envisions a democratic system that is issue-based, people-centered, results oriented and accountable to the public. This Political Pillar gears to transform the country’s political governance across five strategic areas; The Rule of Law, Electoral and Political Processes, Democracy and Public Service Delivery, Transparency and Accountability, Security Peace Building and Conflict Management. These strategic areas are anchored in the Constitution, promulgated in August 2010 marking a major milestone in the democratic journey of Kenya and set a new threshold in terms of people-centred development.

 

Context

As UNDP is implementing its strategic plan, UNDP is consistently evolving in a dynamic global environment. In the implementation of the new business model that promotes continuous innovation, self-driven, continuous learning culture at the UNDP is imperative to achieve all the ambitious goals both at global and country levels. At a country level the role of the Organizational Learning Committee, which is supported by the Talent Development Manager and Talent Development Associate is becoming increasingly important.

 

Task description

Under the overall guidance and supervision of the DRR (O) and the direct guidance and supervision of the Operations Manager, the Procurement Associate ensures the execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality, and results-oriented approach in the Unit. The Procurement Associate works in close collaboration with the operations, programme, and project staff in the CO, UN Agencies, and UNDP HQs staff for resolving complete procurement-related issues and information exchange.

 

Duties and Responsibilities

1. Ensures implementation of the operational strategies focusing on the achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies; implementation of effective internal control.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with

2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results

• Proper control of the supporting documents for Issuance of Individual Contracts; ensuring due process is followed in the advertisement, recruitment of Consultants; Preparation of TORs, Shortlisting of Applicants; Ensuring transparency through advertising/ Interview reports/Desk reviews.
• Prepare interview criteria in conjunction with hiring units and arrange for interviews
• Preparation of submissions to the Contract, Asset, and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) for IC Contracts.
• Advising the requesting/hiring units on the recruitment processes and ensuring dissemination of any information.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Provision of inputs to preparation of procurement plans for the office.
• Preparation of Purchase orders and contracts in and outside Quantum, preparation of recurring purchase orders for contracting of services, vendor creation in Quantum, maintenance of the filing system in the procurement Unit, and buyers’ profile in Quantum.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Provision of information for preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
• Ensure Guidelines and modalities are in place for Cost recovery as well as solution to queries raised by Agencies on country office.
• Prepare cost recovery summary for all Agencies that will be used as a basis of billing.
• Prepare billing advises and send them to Agencies on a timely basis
• Actively Engage Agencies to ensure timely response in payment instructions and ensure that disputes regarding the cost recovery charged are resolved
• Follow-up on cost recovery payment with Agencies eR7qect CXXZjI
• Presentation of reports on procurement (IC) in the CO.
• Preparation of cost-recovery bills in Quantum for the procurement services provided to other Agencies-UNIFEM, UNFPA, UNOPS, UNV, Non-Quantum agencies and UNDP. Generate reports from Quantum through the use of the UN Reports Module to assist in the Monitoring and Evaluation of the Cost Recovery Process.
• Development and update of the rosters of consultants, implementation of supplier/Consultant selection and evaluation
• Preparation of procurement plans for the office and projects and their implementation monitoring. timely response to client queries.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result: .

• Development and update of the rosters of consultants, implementation of consultants selection and evaluation.
• Development and update of the rosters of consultants, implementation of consultants selection and evaluation.

4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement; Synthesis of lessons learnt in recruitment of consultants
• Sound contribution to knowledge networks and communities of practice.
• Furthermore, UN Volunteers are required to: Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

 

Results/Expected Outputs

• Completed drafts of terms of reference that clearly outline the roles, responsibilities, and expectations for consultants and UN Volunteers.
• Reviewed qualifications of applicants with detailed feedback and recommendations for shortlisting or further consideration.
• Timely completion of evaluations of applicants, including scoring or ranking as applicable.
• Organized schedules for meetings, interviews, and tests, including confirmation emails and necessary logistics.
• Ensured that all necessary paperwork related to recruitment and payment processes is completed accurately and in compliance with organizational procedures;
• Properly documented deliverables and reports from consultants and UN Volunteers, including signed agreements, reports, and other relevant documentation.
• The development of capacity through coaching, mentoring, and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counterparts, including Implementing Partners (IPs); Age, Gender, and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed

 

Eligibility criteria

Age: 18 – 80

Nationality: Candidate must be a national or legal resident of the country of assignment.

 

Requirements

Required experience

• 3 years of experience in administration Public Administration, Finance, Economics, Procurement, or equivalent will be given due consideration.
• CIPS level 2 is desired.
• Experience in a multi-national organizational environment is desirable,
• Strong interpersonal skills, and ability to prioritize tasks, and handle confidential and sensitive material with discretion.
• Solid computer skills, MS Office applications (Excel, Word, etc) and other IT applications and office technology equipment
• Experience working on digital platforms is a plus.
• Area(s) of expertise
• Procurement and contracting, Administration, Economics and finance
• Driving license

 

Languages

• English, Level: Fluent, Required
• Required education level
• Bachelor degree or equivalent in Procurement, Finance, Economics, Public Administration, or related fields

 

Competencies and values

Accountability

Building Trust

Client Orientation

Commitment and Motivation

Communication

Ethics and Values

Integrity

Knowledge Sharing

Planning and Organizing

Professionalism

Respect for Diversity

Technological Awareness

Working in Teams

 

Other information

Living conditions and remarks

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighbouring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; National Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties. Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO).

Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services, and educational facilities are readily available. The city is widely connected through its main airport, Jomo Kenyatta International Airport, and the smaller Wilson Airport. Air transport is also available to many up-country destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that it serves as the headquarters for both the UN-HABITAT and UNEP.

The socio-economic and cultural background of the immediate society the UNV would be living and working in is diverse and prevailing security conditions at the place of assignment are modest. The topographic and climatic features of the assignment location is highland cool and warm tropical climate.

 

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

 

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

 

Website:

https://unjobs.org/vacancies/1720463256365