Procurement Assistant

Job Description

VACANCY NOTICE NO.  46930-2016-1

WHEN APPLYING PLEASE QUOTE THE POST TITLE AND VACANCY NOTICE No. as follows:

(Procurement Assistant – Addis Ababa, 46930-2016-1)

LEVEL: GS-6

CONT. STATUS: Fixed Term (FT)

Post No.: 46930

The United Nations Children’s Fund (UNICEF), the world’s leading organization working for the rights of children, is inviting applications for this position.

PURPOSE OF THE POST

Under the direct supervision of the Procurement Specialist, the incumbent handles activities related to the strengthening of government supply chains, provides assistance and support to the Procurement Unit in the management of procurement activities.

RESPONSIBILITIES

• Pro-actively monitors the various management dashboard in Vision for open purchase requisitions (local/offshore). Reviews the PRs for correctness, accuracy of specifications of items, estimated prices and obtains additional information from requestors as considers necessary. Takes appropriate action (issuing of POs/Contracts/Bids) on the PRs as per the agreed KPIs.


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  • Reviews the annual supply plan and for repetitive procurements initiates bid for Long Term Arrangements (LTA). Ensures that all the existing LTAs are extended before their expiry.
  
  
  • Prepares and distributes invitation to bids (ITB)/Request for proposals (RFP) to vendors in the database/who have expressed interest through advert in newspaper. Ensure that the bids are opened as per the procedure outlined in the supply manual and participate in the openings. Compile bid tabulation, verifies acceptability of the specifications in consultation with the requestor and prepares recommendation for adjudication for placement of PO. For Contracts, ensures that the evaluation process as per supply manual is adhered to for adjudication of RFPs. Drafts Contract Review Committee and Award Recommendation Documents (ARD) and follows up for authorization.
  
  
  • Drafts purchase order(s)/Contract(s) in Vision for supervisors signature; Ensures that the signed POs/Contracts are countersigned by the Vendors & registered in Vision;
  
  
  • Follows up on delivery of local/offshore purchase orders as per the agreed delivery dates on a monthly basis. Ensures that written reminders are written for expediting deliveries. Monitors the contract for expiry and follows up with the implementing section for extensions/or any other actions to expedite implementation.
  
  
  • Correspond with programs Sections/Field offices and vendors to provide technical assistance on supply, procurement and service contracting matters. In consultation with supply officer, undertakes market assessment to identify potential vendors and maintains vendor profiles updates.
  
  
  • Responsible for filing for all the transaction initiated by the Staff Member.  Ensures that the files are up to date at all times. Maintain dbase and periodically review price list and specifications for assigned product lines of locally procured items and services.
  
  

Education requirements: Completion of Secondary education, supplemented with technical training in procurement of goods and     services.

Work Experience:  Six years progressively responsible work experience in procurement, some of which in the UN system.

Language requirement: Fluency in English. Knowledge of the local language of the duty station is an asset.

Competencies: Communication, Working with People, Drive for Results, Analyzing, Applying Technical Expertise, Planning and Organizing, Following Instructions and Procedures

Language Proficiency: Fluency in English and in the local working language of the duty station required.

Nationality:    Candidates should be NATIONALS of Ethiopia.

Core Values: Commitment, Diversity and Inclusion, Integrity

Competencies:  Communication, Working with People, Drive for Results, Analyzing, Applying Technical Expertise, Following instructions and Procedures, Planning and Organizing.

Closing date: Jan 24, 2016

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How to Apply

Apply online:

Applications must include motivation letter, an updated CV, and a completed UN Personal History Form (P-11) available for download on the same page.

Please DO NOT ATTACH COPIES OF TRANSCRIPTS, ACADEMIC DEGREES OR RECOMMENDATION LETTERS WITH THE APPLICATION.

UNICEF and UN candidates must also include two recent Performance Evaluation Reports.

Only shortlisted candidates will be contacted.  UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

Job Categories: Development and Project M… Jobs. Job Types: Full-Time. Job expires in 30 days.

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