Procurement Assistant- Intern

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Company:UNOPS - United Nations Office for Project Services
Category:Internships & Volunteering
Job Type:Internship
Salary:Ksh. Not Mentioned
Location:Nairobi

Job details

FUNCTIONAL RESPONSIBILITIES

Supports contract administration and procurement processes for UNOPS projects and at the request of other Agencies, focusing on achievement of the following results:

  • Support to procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation
  • Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services, vendor creation, maintenance of the filing system in the procurement Unit.
  • Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.
  • Oral/written responses to queries from internal and external clients regarding procurement matters
  • Establishment and maintenance of working files on procurement activity
  • Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters
  • Assist in submission of procurement reports to the Head of Support Services and/or Procurement Manager, on a quarterly basis, or as required
  • Maintenance of an effective filing system for financial records and documents.
  • Participation in the trainings for the operations and projects staff on Procurement.
  • Contributions to knowledge networks and communities of practice.
  • Perform any other tasks, as assigned by the supervisor.

EDUCATION

Enrollment in a University Degree Programme in Bachelor's degree in Procurement, Business Administration, Accounting, Finance or awaiting to graduate in any other relevant field.Applicants who have graduated from such studies within the recent three years will also be considered eligible for the position

EXPERIENCE

  • Any prior work experience is not required, however relevant work experience in administrative support services or procurement would be an asset.
  • Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, experience in handling web-based management systems will be required. 

LANGUAGES

  • Fluency in English is required, knowledge of any other UN official language is an asset.

COMPETENCIES

   
  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. 
  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.
  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).
  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.
  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.
  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.
  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.

FUNCTIONAL COMPETENCIES

  •  Ability to perform a variety of routine  finance tasks and duties  that entails screening, collecting and   preparation of documentation, data input, transactions tracking, filing and provision of information.
  • Ability to review data, identify and adjust discrepancies.
  • Ability to produce accurate and well documented records conforming to the required standard.
  • Good knowledge of generally acceptable accounting  principles.
  • Focuses on result for the stakeholders and responds positively to feedback.
  • Strong I.T skills.

ADDITIONAL CONSIDERATIONS

  • 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.
  • 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.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

CONTRACT TYPE, LEVEL AND DURATION

Contract type: Internship
Contract level: Intern
Contract duration: 6 months renewable subject to performance and the availability of Funds


For more details about UNOPS internships, please follow this linkhttp://www.unops.org/english/whoweneed/Pages/Internships.aspx 

 

BACKGROUND INFORMATION - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.  

East Africa Hub

Located in Nairobi, Kenya, the East Africa Hub manages a growing portfolio of engagements, including associated strategic and operational risks. The East Africa sub-region currently consists of an established Operation Centre in South Sudan and a portfolio of engagements managed by the Kenya based East Africa Hub office. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies UN-Habitat and UNEP, and multiple ‘operational’ projects in Somalia, Tanzania, Burundi, Uganda, Kenya and several island states.

 

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