National Procurement Assistant

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

The National Procurement Assistant will be under the general supervision of the FAO Representative in Yemen, and direct supervision of International Procurement Officer.

Technical Focus

The National Procurement Assistant 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.

Tasks and responsibilities

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement applications and regulations etc. • Uphold the integrity, transparency of the whole procurement process and consistent application of confidentiality of the overall tender process, sensitive tendering information and the associated procurement documentation from access by unauthorized party(ies). • Review purchase requisitions, orders, contracts, and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures under MS 502 and MS 507; approve transactions in the relevant systems up to a maximum amount as delegated. • Support in performing local procurement process of goods from local suppliers applying FAO rules and regulations; reviewing incoming PRs, preparing ITB, receipt of quotations, bids or proposals, their evaluation and assist in conducting the procurement activities in the field offices. • Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met; • Prepare, review, and analyze periodic monitoring reports making recommendations and taking action as instructed • Maintain local procurement supplier data base and update vendor list/information per item and process supplier call for expression for interest, evaluate suppliers ability and clearance to work with FAO; • 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; • 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 • 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, works, services and LoA’s in the GRMS. • Conduct preliminary quality assurance for LoAs in line with MS 507, 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; • Prepare all the documentation for presentation to this local procurement committee. • Obtain completed suppliers performance appraisal report from logistics after completion of a procurement transaction for filing upon the need; • Liaise with Logistics Unit for delivery of the goods and monitoring the contract implementation. • 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. • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree of procurement/supply chain and or/ business administration or any other related field; • Minimum of 4 years’ experience in procurement and working experience with international organizations is an asset. • 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. • Excellent communication 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 work colleagues.

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.