Vacancies at United Nations Office at Nairobi (UNON)

Responsibilities

•  Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
•  Identify and recommend sources of procurement; interview potential suppliers.
•  Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
•  Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
•  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.
•  Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
•  Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning 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.
•  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.
•  Drafts a variety of correspondence.
•  Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques; knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given; 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; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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.
• 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 high school diploma or equivalent is required.
• Supplementary courses or additional training in procurement functions is highly desirable.

Job - Specific Qualification

• Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is desirable.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in procurement or related area of which at least two (2) years of work experience in acquisition of strategic, high-value and varying complexity that supports the needs of multiple organizations such as United Nations Entities is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Demonstrated experience in collaborative procurement of goods/services that serve the common needs of multiple organizations such as UN Entities is required.
• Demonstrated experience in participating in procurement working group or similar network which involves multiple organizations such as UN Entities is desirable.
• Experience working with a Systems, Application and Products (SAP) system or another 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 post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

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Responsibilities
Budget:

•  Acts as Certifying Officer for the Corporate Services Division and Executive Office.
•  Undertakes reviews, analyses and preparation of the medium-term plan and its revisions.
•  Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements, including programmatic aspects; ensures compliance with UNEP Programme of Work and other legislative mandates.
•  Provides support to managers with respect to the elaboration of resource requirements and assist in the preparation and submission of the budget proposals and allocations for the Regular Budget, Environment Fund, and Programme Support Cost (PSC).
•  Provide support in the preparation and monitoring of the UN Environment Assembly (UNEA) budget and funding status.
•  Undertakes research and provides support to higher level Finance and Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
•  Provides input into the preparation of allotments, including redeployment of funds when necessary, ensuring appropriate expenditures.
•  Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
•  Reviews requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.
•  Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
•  Assists in the preparation of budget performance submissions as well as periodic and ad-hoc reports including monthly budget dashboard reports to senior management, Programme Performance Reports (PPR) to UNEP Senior Management as well as to the Committee of Permanent Representatives (CPR).
•  Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
•  Monitors integrity of various financial databases.
•  Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
•  Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General:

•  Keeps up to date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
•  Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
•  Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
•  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: Demonstrates professional competence and mastery of financial rules,regulations and procedures. Knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

• High school diploma or equivalent.

Job - Specific Qualification

• Supplementary training in administration, finance, budget, accounting or related fields is required.
• Training in Business Intelligence (BI) reporting is required.

Work Experience

• A minimum of ten (10) years of progressive experience in administration, budgetary and financial operations, procedures and practices is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree.
• Experience working with an Enterprise Resource Planning (ERP) software, such as Umoja, in finance and budget modules is required.
• Demonstrated experience working with a Business Intelligence (BI) reporting tool is required.
• 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 post advertised, fluency in written and oral English is required. Knowledge of another UN official language is desirable.