Procurement Assistant

By Live Lover -

Job Title: Procurement Assistant
Post Grade: Special Service Agreement/SSA, SC-5 Equivalent
Duty Station: Nairobi and other Duty Stations
Date of issue: 14th May 2013
Deadline for application: 28th May 2013
Accountabilities: Under the supervision of the of the National Procurement Officer, the incumbent will carry out the following duties:-

Major Duties and Responsibilities:
 Extract and input data from various sources in procurement systems;
 Respond to queries regarding procurement data from staff in the unit and from others in the Kenya Country Office;
 Initiate administrative actions related to procurement information;
 Draft and carry out procurement actions related to tendering process;
 Prepare initial purchase orders and contracts for review by the Procurement Officers;
 Maintain relevant internal databases and files; keep track of contractual agreements;
 Verify claims for accuracy and conformance with procurement rules and regulations;
 Draft routine correspondence related to the unit’s work and type a variety of material such as correspondence, reports and papers;
 Provide information related to the above functions and exchange a variety of statistical information;
 Perform other duties as required.

 Qualifications and Experience:
 Successful completion of secondary school education supplemented by Training in Procurement / Purchasing and Supplies.
 Knowledge of WFP manuals in the area of Procurement will be an added advantage.
 Computer literate with good working knowledge of Microsoft software applications (MS Word and Excel). General knowledge of UN system policies, rules, regulations and procedures governing procurement administration.
 Four years’ progressively responsible support or secretarial work experience, including at least two years in the field of procurement, finance, accounting, audit or administrative services and at least one year at the G4 level or equivalent.
 Ability to produce organised, accurate and well documented records conforming to required format with well analysed data. Ability to review a variety of data, identify and adjust data discrepancies, identify and resolve operational problems.
 Ability to communicate moderately complex matters clearly and concisely.
 Ability to perform detailed work, work of a confidential nature and handle a large volume of work possibly under time constraints.
 Ability to deal patiently and tactfully with people of different national and cultural backgrounds.
 Good written and oral English communication skills. Good spoken Kiswahili.
 Sound judgement, ability to extract, interpret, analyse and format data and to resolve operational problems.

Interested candidates meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/13/13, with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees. Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc. All documents should be sent in an envelope which must be marked:

CONFIDENTIAL
WFP/13/13 and sent to:-
Human Resources Officer
World Food Programme
P.O. Box 44482
NAIROBI 00100 OR deliver to Office B-120, UN Complex, Gigiri.

 WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.
Only short listed applicants will be contacted.

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