Procurement Associate G6 (12months contract) at World Food Programme

JOB PURPOSE

• To provide coordination, administrative services and research to support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

• Provide operational coordination and administrative services, to support procurement projects and activities, following standard processes and contributing to the effective procurement of goods and services.
• Identify and recommend potential suppliers and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
• Review, record and prioritise purchasing requests, and provide support to requisitioners, in order to support the procurement of appropriate goods and services, at lowest cost to WFP.
• Contribute to negotiations with new suppliers on terms and conditions of orders, alongside a Procurement Officer, in order to obtain the best terms and lowest costs for WFP.
• Prepare Purchase Orders, contracts and any supporting documentation for approval by the appropriate stakeholder, and approve purchases within delegated authority, to enable the swift purchase of goods and services.
• Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems.
• Research, collect and analyse data in order to produce reports to enable informed decision- making by Procurement Officers, and consistency of information presented to stakeholders.
• Manage updates and further develop databases and records, to ensure information is accurate, organised, and available for others to access, and supports reporting requirements.
• Maintain relationships with internal counterparts, to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
• Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines.
• Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.

FUNCTIONAL CAPABILITIES

• Capability Name    Description of the behaviour expected for the proficiency level
• Tendering and Contracting    Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information.
• Vendor Management    Leverages basic understanding of business needs to define vendor requirements and selection criteria.
• Commodity and Product/Service Intelligence    Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices.
• Systems & Reporting    Demonstrates strong understanding of procurement systems, Corporate operating System and tools to conduct range of analyses and generate reports to drive decision making.
• Ethics and Compliance    Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
• Experience:  Six years experience and demonstrated familiarity with locally purchased commodities.
• Language: General Service (Field): Fluency in both oral and written English is required and fluency in other UN language is advantageous.