Logistics jobs, Procurement jobs, Supply Chain jobs, Human Resource jobs
Procurement Assistant
Responsibilities
- Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
- Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
- Produces tender documents (e.g., Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
- Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
- Drafts routine correspondence.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Performs other related duties as assigned.
Competencies
PROFESSIONALISM:
- Shows pride in work and in achievements;
- Ability to perform analysis, modeling and interpretation of data in support of decision-making;
- Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns;
- Shows persistence when faced with difficult problems or challenges;
- Remains calm in stressful situations;
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
CLIENT ORIENTATION:
- Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view;
- Establishes and maintains productive partnerships with clients by gaining their trust and respect;
- Identifies clients’ needs and matches them to appropriate solutions;
- Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
- Keeps clients informed of progress or setbacks in projects;
- Meets timeline for delivery of products or services to client.
TEAMWORK:
- Works collaboratively with colleagues to achieve organizational goals;
- Solicits input by genuinely valuing others’ ideas and expertise; Is willing to learn from others;
- Places team agenda before personal agenda;
- Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education
- Completion of secondary education/ high school diploma is required.
- Supplementary courses or additional training in procurement is highly desirable.
Job – Specific Qualification
- The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is required.
Work Experience
- A minimum of five (5) years of progressively responsible experience in procurement or related area is required.
- The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level University degree.
- Experience working with a Systems, Application and Products (SAP) system or an Enterprise Resource Planning (ERP) system is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For the position advertised, fluency in English is required.
- Knowledge of another official United Nations language is desirable.
- NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of” equals a rating of “confident” in two of the four areas.
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No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Deadline : Jun 30, 2024
Human Resources Assistant (Temporary Position)
Responsibilities
- Carries out onboarding processes of selected candidates, processes personnel action (PA), issues Letter of Appointment, and conducts orientation training; monitors contract expiration dates and processes requests and actions contract extension; conducts eligibility review of staff for contract conversation.
- Processes temporary and permanent staff movements and related administrative actions including those related to inter-agency agreements.
- Processes staff benefits and entitlements.
- Processes off-boarding and related separation personnel actions.
- Reviews and prepares submission of documentation to the Pension fund relating to enrollment, award for disability benefit.
- Advises staff on entitlements and benefits, processes them in the system.
- Maintains family status of staff members and administers respective dependency entitlements.
- Ensures that requirements and background information used for data analysis are documented.
- Performs other relevant duties as required.
Competencies
PROFESSIONALISM:
- Ability to apply knowledge of various United Nations administrative and human resources rules and regulations in work situations.
- Ability to perform a broad range of administrative/personnel actions, entitlements and benefits.
- Ability to identify issues, apply good judgement and formulate opinions/recommendation and conclusion.
- Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps.
- The ability to perform analysis, modeling and interpretation of data in support of decision-making.
- Shows pride in work and in achievements.
- Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges.
- Remains calm in stressful situations.
- Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
COMMUNICATION:
- Speaks and writes clearly and effectively.
- Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication.
- Tailors language, tone, style and format to match audience.
- Demonstrates openness in sharing information and keeping people informed.
CLIENT ORIENTATION:
- Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
- Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions.
- Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
- Keeps clients informed of progress or setbacks in projects.
- Meets timeline for delivery of products or services to client.
Education
- Completion of a high school diploma or equivalent is required.
- Supplemental training and certification in Enterprise Resource Planning (ERP) systems is desirable.
Work Experience
- A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required.
- The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level University degree.
- Experience in the application of Human Resources rules and regulations in the area of staff administration of entitlements and benefits in the UN Common system or a similar international organization is required.
- Experience in administering a broad range of personnel actions, entitlements and benefits using Enterprise Resource Planning (ERP) systems is desirable.
- Work experience of one (1) year or more in data analytics or related area is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required.
- Knowledge of another official United Nations language is desirable.
- NOTE: “fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.
No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Deadline : Jun 26, 2024
Method of Application
Use the link(s) below to apply on company website.
Interested and qualified? Go to United Nations Office at Nairobi (UNON) on careers.un.org to apply