Junior Procurement Specialist (SC6)

Organizational Setting

The FAO Representation in Bangladesh is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning, and implementation of FAO's priority activities in the country. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in Bangladesh and, in collaboration with Regional Office for Asia and Pacific and the departments and divisions at Headquarters, develops, promotes and oversees FAO's strategic response to the country priorities. The representation also supports the regional office in the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the country, monitors the level of programme implementation and draws attention to problems and deficiencies. The office also develops and maintains relations with Government of Bangladesh, UN agencies, the resource partners and other development institution at the country level.

This vacancy announcement is intended to attract qualified candidates who are interested in joining the local talent pool.

Reporting Lines

Under the overall guidance of the FAO Representative in Bangladesh (FAOR) and the direct supervision of the International Procurement Officer (IPO), and in close collaboration with the respective FAO Bangladesh Programme and Administrative Units, the incumbent will undertake the tasks outlined below:

Technical Focus

Carry out day-to-day procurement operations, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices.

Tasks and responsibilities

• Review and analyse procurement requests for goods, works and services for completeness and conformity with established FAO rules, procedures and practices to ensure efficient procurement.

• Monitor the status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to FAO and its beneficiaries, verify receipt and inspection of deliverables, and accurately report, as and if required.

• Identify and recommend sources of procurement; undertake market research to identify vendors. Regular update of the supplier roster.

• Prepare Expression of Interest (EOI) and Request for Information process. Maintain accurate, timely updated, easily accessible and friendly user databases and files for all information collected and reports prepared during market surveys (RFls and EOIs) and other similar processes,

• Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.

• Organise bid openings. Share technical offers received with the requisitioner for technical evaluations, undertake the financial evaluations of offers, and prepare financial evaluation summaries/tables. Review of Technical Evaluation Matrix and Technical Evaluation Report.

• Finalize purchase orders and contracts for approval by the Procurement Authority; and, if required, prepare submission to the local Procurement Committee (LPC) and the Headquarters Procurement Committee (HQPC) for review and subsequent approval by the authorized official.

• Attach relevant procurement documents to the GRMS POs.

• Implement an internal control system to ensure that purchase orders are fully prepared and dispatched; Undertake timely corrective actions for POs with budget check errors and other problems;

• Participates in the assessment of contractor performance, including advice and action to address instances of poor performance and/or non-compliance with contractual obligations.

• Facilitate resolution of conflicts or performance issues arising in cases of poor performance and/or non-compliance with contractual obligations. Undertake performance evaluation of vendors, including preparation of vendor performance reports. Regular update of the vendor risk registry.

• Implementation and maintenance of an efficient system of administration and monitoring of POs, Long Term Agreements (LTAs) and contracts (thresholds, amendments, renewal, Key Performance Indicators, execution of guarantees, etc.);

• Creation of recurring contracts and purchase orders in GRMS (usage of LTAs). Ensure that all commitments are made against valid contracts/LTAs and that the amount is within the ceilings of the LTAs/contracts before contracts or purchase orders are approved in GRMS.

• Advise requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle

• Develop in-depth knowledge of FAO procurement procedures and guidelines and ensure that procurement actions are in line with FAO Manual Section (MS) 502.

• Assist in the preparation of procurement plans through input of challenges and current market price information, taking into consideration timelines for receiving invitations to bids and requests for proposals. Undertake regular updates of the Procurement Plan.

• Undertake field missions (if required) for inspection services. Attend bidder’s conference and contract negotiations.

• Takes timely action on POs and contract closure.

• Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, works and services. Support potential suppliers to register through the United Nations Market Place platform (UNGM).

• Draft routine correspondence, including letters. Follow up on all correspondences and Keep stakeholders informed on the progress of their respective transactions.

• Follow up and report regularly to the International Procurement Officer on the progress of procurement activities. Collect and compile data for recurring reports on procurement, as may be required.

• File all procurements documents and ensure safekeeping for audit purposes.

• Perform other related duties as may be required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor's degree in procurement, supply chain management, public/business administration or any other relevant field.

• Minimum six years of relevant working experience in procurement and/or supply chain management.

• Working knowledge of English (Level C).

• National of Bangladesh.

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Strong analytical skills: ability to summarize and present complex information in an effective manner.

• Thorough knowledge of the procurement regulations and procedures of any public or international entity or organization.

• Knowledge of the ERP Procurement system.

• Excellent planning and organizational skills, self-motivated and efficient, with willingness to pay attention to details.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems.

• Experience with UN organizations, international bodies, or institutions is an asset.

• Ability to draft correspondence, summary of meetings and notes for the records.

• Excellent communication, networking, written and presentation skills.

• Excellent oral and written communication skills in English and Bangla..

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.