National Procurement Analyst (2 positions)

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

The objective of the GEF project of “Resilient and sustainable livelihoods for rural Yemen” is to facilitate the development of sustainable and resilient livelihoods for rural Yemenis by mainstreaming climate change adaptation, biodiversity conservation, and sustainable land management practices across productive agriculture, livestock, and fisheries sectors. Under the existing scenario, unsustainably managed agriculture, livestock, and fisheries are driving land degradation, biodiversity loss, and climate change risks. The project aims to strengthen the ecosystems services upon which vulnerable rural Yemenis depend for their livelihoods and food security.

Reporting Lines

Under the general supervision of the FAO Representative in Yemen and Direct Supervision of International Procurement Officer, the National Procurement Analyst will be responsible for the day-to-day procurement operations and assistance in ensuring the implementation of appropriate procurement strategy in conformity with the relevant rules, procedures and practices of the Organization.

Technical Focus

The Procurement Analyst maintains processes on the tenders, Letter of Agreements, and other procurement functions, ensuring compliance with FAO norms and procedures.

Tasks and responsibilities

• Conduct procurement processes in response to needs for goods, services and works in line with MS 502 FAO procurement rules and regulations; review incoming procurement requests, preparing tender documents, publication and management of solicitation documents, providing clarification of bidder’s enquiries, receipt and evaluation of offers and submission of cases for FAO procurement committee review; • Undertake implementation of strategic procurement, in the unit including sourcing strategy, supplier selection and evaluation, quality management, supplier relationship management, E-procurement promotion among local suppliers, and supplier performance measurement. • Apply the right purchasing strategy to achieve the best value for money through requirements analysis and proposal synthesis to reduce transaction costs and procurement risks; • Assist in preparation projects procurement plans, procurement risks mitigation planning and updated the procurement tracking system; • Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated; • Maintain supplier’s database and update qualified suppliers’ list/information for each item and conduct periodic market assessment through processing Expressions of Interest to map the suppliers' locations, qualification, capacity, business profile and eligibility to work with FAO; • Communicate procurement awards decisions to successful and unsuccessful bidders after conclusion of a tender process; • Perform the contract administration and management tasks through daily monitoring of contract performance under the close supervision of the Head of Purchasing and close coordination with logistics and project personnel; • Handle and coordinate all related incoming and outgoing correspondence and documentation and coordinate appropriate action, including drafting correspondence with suppliers, internal offices, and other parties. • Maintain a proper and appropriate procurement filling system; of procurement registers for contracts, tenders, orders and requisitions system that ensures faster, systematic filing, faster retrieval of information, greater protection of information, and increased administrative stability, and continuity. • Raise Purchase orders for goods and services for MS 502 and MS 507 LoA’s in the GRMS. • Conduct preliminary quality assurance for LoAs, by making sure that in the LoA file all the documentation are in order and properly completed and filed before final quality assurances are conducted by the procurement officer; • Ensure that all recommendation of awards, both Purchase Orders (POs) and contracts are checked, verified, undergone scrutiny against applicable UN, donor(s) sanction lists. Any contractual awards made shall be free from any debarment or sanction lists against entities and individuals • On Need basis act as the secretary of LPC for both MS 502 and 507. Prepare all the documentation for presentation to this local procurement committee. • Obtain completed suppliers performance appraisal report from project and logistics staff after completion of a procurement transaction for filing; • Liaise with Logistics Unit for timely preparation and obtaining of letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations. • Support in coordination and distribution of the work to procurement support staff in the Service; ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues. • Participate in the organization of training for operations/projects staff on Procurement, synthesis of lessons learned and provision of relevant examples from the procurement practice. • Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service. • Review current processes and make recommendations to improve purchasing systems and procedures. • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree or equivalent, preferably in procurement/logistics/supply chain/economy/business administration. • Minimum 5 years’ experience in procurement, logistics or supply chain management and working experience with international organizations is an assets. • Fluency in English and Arabic is required, and knowledge of other UN languages is an asset. • National of Yemen.

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Ability to communicate clearly and to share knowledge and information; • Ability to work effectively under pressure; • Capacity to build effective relationships and partnership with team members and service providers; • Ability to take initiative and accomplish tasks in due time; • Ability to be flexible in changing circumstances and to adapt the work approach in response to changes

Selection Criteria

• Ability to use Oracle software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format. • Demonstrated experience to cooperate with multi-disciplinary teams • Excellent communication and managerial skills • Proven ability to meet deadlines with excellent skills to work under pressure. • Systematic, organised and well-structured and efficient approach to work assignments. • Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures • The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. • Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background

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.