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ORGANIZATIONAL CONTEXT

Under the overall supervision of the Senior Resource Management Officer and the direct supervision of the National Procurement and Logistics Officer, the successful candidate will provide general procurement assistance to the MAC units in line with IOM policies, rules and regulations.

MAIN TASKS OR SERVICES

Under the authority of the Director/Head of UNESCO Regional Office For Eastern Africa  & UNESCO Representative and the direct supervision of the Senior Operations Manager and, where applicable, in coordination with the Senior Administrative Assistant, the Procurement and Logistics Assistant provides reliable and safe driving services in support of UNESCO Nairobi Office, ensuring the highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues..

1. Assist the National Procurement and Logistics officer with preparing and conduct initial review of requests for quotations, purchase requisitions and bids analysis summaries; receipt of quotations, bids or proposals and review contracts in full compliance with IOM rules and regulations.
2. Closely coordinate with end users and internal stakeholders in the preparation of correct specifications, terms or reference and scope of work. Provide recommendations as necessary.
3. Verify and ensure that all purchases are reviewed and approved in line with the purchase authorization.
4. Assist in following up with vendors on the status of requisition, purchase orders and in Matrix and in coordination with National Procurement and Logistic Officer.
5. Coordinate with requestors, suppliers, and service providers on the timely delivery of ordered goods and services.
6. Maintain proper filing system of procurement documents.
7. Closely coordinate with requesting staff/s of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery schedule and conditions.
8. Ensure that all purchase requests are done through the ERP and have corresponding purchase order. 
9. Prepare requests for payment through the Online Invoice Payable Application (OIPA) for, but not limited to, Staff Augmentation, Building Management and Repair, maintenance personnel, and security personnel.
10. Issue asset/s to staff members as requested.
11. Ensure proper documentation of assets for replacement and during separation of staff members. 
12. Process free entry documents related to MAC RM PLU shipment (IT equipment and PE shipment)
13. Maintain the vendor information sheet from vendors and service providers for system compliance. 
14. Act with integrity, professionalism and in accordance with IOM’s Code of Conduct always.
15. Perform other related duties as required.

HCSU Functions

The main functions of Host Country Services Unit include: 

Administering the Host Country Agreement. 

Processing of Staff Registration and Accreditation of staff, their dependants, consultants and interns of UNEP, UN-HABITAT, UNON and other subscribing agencies. 

Processing of duty free importation of goods and fuel under the terms of the Agreement.

Processing of VAT exemptions for entitled internationally recruited staff members and their dependants.

Processing of registration of vehicles, issuance/renewal of driving licenses and transfer of vehicle ownership.

DURATION OF CONTRACT

This Service Contract is for a duration of 10 months.

At the discretion of the Sector ADG/ Director/Head of Bureau/ (Field/Liaison) Office/ Institute, SCs may be extended, based on operational needs, satisfactory performance and availability of sufficient funds, for periods of up to and including 12 (twelve) months at a time. The overall cumulative duration of Service Contracts at Headquarters awarded to the same individual shall not exceed 24 months in an uninterrupted period of 36 months.

REQUIRED QUALIFICATIONS

• Academic Qualifications: University degree in Business Administration, Accounting or a related field from an accredited academic institution, with three years of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation.
• Completed High School degree from an accredited academic institution, with five years of relevant professional experience.

Relevant Work Experience: Experience performing procurement, supply chain management related tasks of which one year in any UN system or any multi-cultural organization will be an advantage.

• Computer literacy including MS Office applications such as Word, Excel etc.
• Work experience using SAP procurement module is an advantage.

Knowledge, Expertise, Skills and Competencies: Inclusion and respect for diversity, Integrity and transparency, Professionalism, 

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Language Requirements: Excellent knowledge (spoken and written) of this position, fluency in English is required. Knowledge of French language is desirable.

DESIRABLE QUALIFICATIONS

If any Experience performing procurement, supply chain management related tasks of which one year in any UN system or any multi-cultural organization will be an advantage.

Computer literacy including MS Office applications such as Word, Excel etc.

Work experience using SAP procurement module is an advantage.

HOW TO APPLY

Interested candidates are requested to apply and submit the following documents (hereafter referred to as “application”):

• A letter of interest explaining how their qualifications and experience make them suitable for the job announcement

• Curriculum Vitae or Resume

• Proof of right to live and work in the country of the duty station

• The contact details of three references

• Copies of diplomas

The applications should be submitted by email to the email address nairobi.recruitment@unesco.org no later than 15^th February 2025 Mid night (00:00).

SELECTION AND HIRING PROCESS

Please note that all candidates must provide complete and accurate information.

The assessment of candidates is based on the criteria indicated in the Job announcement, and may include tests and/or assessments, and an interview.

UNESCO uses communication technologies, such as video or teleconference, email correspondence, etc. for the assessment of candidates.

Please note that only selected candidates will be further contacted. For retained candidates, additional documents such as identity card/passport, proof of enrolment in a local social security system and medical certificate certifying fitness to work will be required. The selected candidate will be subject to reference checks based on the information provided.

UNESCO promotes the professional integration of people with disabilities and encourages them to apply. In case an application cannot be completed due to a disability, please contact nairobi.recruitment@unesco.org 

Your privacy is important to us. The data you provide for this job announcement will be processed strictly for the purpose of this hiring and all associated processes (interview, reference checks etc.). We do not collect information for other purposes than those described above. Your data will not be used for any commercial purposes. 

We may also place your application in a talent pool and invite you to apply for a suitable assignment or position when it becomes available. You may request to withdraw your profile from our talent pool at any time, by notifying us by e-mail at nairobi.recruitment@unesco.org. Placing a candidate in a talent pool shall not give a candidate any expectation of employment at UNESCO.