UNITED NATIONS CHILDREN'S FUND ETHIOPIA COUNTRY OFFICE WHEN APPLYING PLEASE QUOTE THE POST TITLE AND VACANCY NOTICE No. as follows: (Sr. Procurement Assistant, VA# 00046898-2014-1)
LEVEL: GS 7 CONT. STATUS: Fixed-Term (FT)
The United Nations Children’s Fund (UNICEF), the world’s leading organization working for the rights of children, is inviting applications for the above position.
PURPOSE OF THE POST Under the direct supervision of the Supply & Procurement Specialist, L-3, the incumbent provides assistance and support to the Procurement Unit in the management of procurement activities.
MAJOR DUTIES AND RESPONSIBILITIES OF THIS POST INCLUDE:
Receives and reviews supply requisitions in Vision for accuracy of specification of items, confirms that it is in line with the Supply Plan and obtain additional information from program sections as required. Monitors assigned requisitions to ensure completion of procutrmement actions in a timely manner.
Prepares bids in Vision by category of items and distribute it to approved and listed suppliers, obtain quotations, and coordinate bid opening with the supply officer, compile price tabulation with price ratings and recommendatins for order placement, draft CRC submissions and related correspondance.
Coordinates meetings of the contract Review Committee by arranging for suitable dates and rooms and by preparing and distributing files containing the cases to be presented.
Once decision on supplier is taken, compiles purchase order documents for supervisor’s signature; ensures distribution of signed purchase document to all required offices and ensures obligation of fund is recorded. Provides procedural training and assigns clerical work to procurement assistants. Also issue purchase orders for Direct Orders after browsing correct information from UNICEF intranet on Suppliers, price, Specifications and Long Term Agreements and liaise with concerned parties to follow up delivery.
Monitors open purchase requisitions for grant expiry, approvals etc. for all commodity categories using Management Dashboard & Vision reports and takes action to finalize them; Monitors the outstanding deliveries for all local & offshore POs for all commodity categories using expediting report - Offshore POs (ZEXPD) and Local POS (ME2N); Monitors open POs and ensures delivery of goods, processing of invoices and closes the POs;
Extracts procurement inforamtion from logs and records and summarizes for use into the biennum budget presentation, adjusting costs for inflation and other anticipated changes (i.e. effect of staffing changes on office equipment and supply purchase).
Undertakes field visits to conduct Local market survey and identification of potential supplies for regional procurement. Also undertake field assignments to resolve some supply issues as required.
Maintains files in accordance with unicef guidelines for assigned commodities; On regular basis spot checks on the files for the supply section for POs and Contracts issued.
Performs any other task assigned by the supervisor.
Job Requirement
Education requirements: Completion of Secondary education, supplemented with technical training in procurement of good and services. Work Experience: Seven years of progressively responsible work experience in procurement, some of which in the UN system. Language Proficiency: Fluency in English and in the local working language of the duty station required. Nationality: Candidates should be NATIONALS of Ethiopia. Competencies: Commitment, Diversity and Inclusion, Integrity, Communication, Drive for Results, Working With People, Analyzing, Applying Technical Expertise, Planning and organizing, following Instructions and Procedures.