The United Nations Children’s Fund (UNICEF) in Mali wishes to recruit for the following position:
Title: SENIOR SUPPLY ASSISTANT
Level: GS7(General Services)
Type of Appointment: Fixed Term
Duration: 1 year(Renewable)
Section: Operations/Supply & Logistics
Duty Station : Bamako
Date of issue : 20 April 2011
Date of closure: 6 May 2011
I. PURPOSE OF THE POST
Under the general supervision of the Supply Officer, accountable for carrying out broad administrative support functions in the Supply/Logistics Unit which may include co-ordination and supervision of clerical and administrative staff engaged in supply & logistics activities, prepares requests for proposals and purchase orders for all kinds of goods and services, obtains quotations from local vendors, monitors status of financing and maintains financial records of purchase allotment accounts: for purchasing standard office supplies, furniture and equipment.
II. MAJOR DUTIES AND RESPONSIBILITIES
– Analyzes and maintains an overview of the administrative work of the supply section to ensure that timely administrative is provided; this includes issuing requests for proposals, purchase orders and analysis of resultant bids.
– Receives and reviews requisitions for clarity, adequacy of specifications and completeness, confirms availability of funds, and obtains additional information considered necessary.
– Coordinates meetings of the Tender Committee or Local committee on Contracts, by arranging for suitable dates and rooms, and by preparing and distributing files containing the cases to be presented. Maintains files for CRC, cerates synopsis of bids from vendors for CRC meetings.
– Participates in the obtaining of proformas for local purchase; contacts local vendors for price quotations, prepares summary of bids including information on price and conditions; for more costly procurements required under the procurement procedures, drafts bid invitations and/or requests for price quotations; drafts written solicitations and related correspondence.
– Maintains vendor database and updates information from vendors on a regular basis. Performs search for commodities and for the identification of vendors, compiles lists of local sources of procurement, of offer.
– Once decision on supplier is taken, draft purchase orders; compiles purchase order documents for supervisor’s signature; ensures distribution of signed purchase document to all required offices, and ensures obligation of funds is recorded. Provides procedural training and assigns clerical work to secretary.
– Prepares general correspondence and maintains manual and automated section files and records; provides purchase information to receiving and inventory staff; maintains procurement supply and vendor reference library.
III. WORKING CONDITIONS
Post is office-based, with frequent interactions with suppliers and occasional travel to project sites and sub-offices to assist in the identification of vendors or other supply related activities as needed.
IV. QUALIFICATIONS & COMPETENCIES
Education
Completion of secondary education or equivalent, supplemented by courses in supply management, purchasing methods and/or accounting. Training in Business Administration desirable.
Experience
Seven years of progressively responsible work in administration, with specialized experience in purchasing a variety of materials and services. Experience with computer databases, for the maintenance of and supply and procurement records.
Language(s)
Fluency in French and good working knowledge of English required.
Knowledge of the local language is an asset.
Other Competencies
Cove Values (Required)
Commitment ; diversity and Inclusion ; Integrity
Core Competencies (Required)
Communication; Drive for Result, Working With People.
Functional Competencies (Required)
Applying Technical Expertise, Following Instructions and Procedures, Planning and Organizing
Other skills
Knowledge of the latest developments and technology in related fields
Ability to analyze information in a view of presenting it in an uniform and easily comprehensible manner, so as to allow parallel comparison of bids (for example)
Good level of computer literacy systems and applications, Microsoft package (Word, Excel,Powerpoint).
V.APPLICATION DOCUMENTS
The application letter, together with a detailed CV and a completed UN Personal History Form P11 (available on UNICEF’s website: (https://www.malipages.comwww.unicef.org/about/employ/files/P11.doc) should be sent by mail to Mali_Recruitment@unicef.org
Only short listed candidates will be contacted.
UNICEF is a non smoking environment.
Applications from qualified female candidates are encouraged.