National Procurement Specialist (SC10)

Organizational Setting

The key mission of the FAO Representation in Somalia, which is led by FAO Representative (FAOR), is to assist and support the national government to develop policies, strategies and programme aimed at accelerating the Implementation and achievement of the Sustainable Development Goals (SDGs) in the area of FAO's global mandate and Strategic Objectives. More specifically, FAO's response aims to address national needs and priorities in achieving food security, reducing hunger and malnutrition, developing agricultural, fishery and forestry sectors, and ensuring the sustainable use of environmental and natural resources and respond to recurrent emergencies. The current portfolio of activities of the FAO Representation in Somalia includes a wide scope of technical support interventions ranging from policy support through livestock and crop production, to natural resource management, Nutrition, value chain, food security analysis and water and land information management. FAO is also implementing several emergency, resilience-building and development interventions, with the support of its five field offices and close to 400 staff in partnership with the Federal and State line ministries.

Reporting Lines

The position is under the overall supervision of the FAO Representative in Somalia, and the direct supervision of the International Procurement Officer.

Technical Focus

The incumbent will undertake activities under the provisions of MS 502 and of MS 507.

Tasks and responsibilities

The incumbent will:

With respect to activities undertaken under the provisions of MS 502

• Draft RFQs, ITBs, RFPs for goods, works and services and any correspondence and notes for the file related thereto as appropriated as instructed by the International Procurement Officer. • Responsible on the identification of new local and international sources of supplies / services. • Assist in maintaining the filling system concerning the procurement function. • Assist in proper record-keeping of procurement activities in the Procurement Database and the Contracts Database. • Attend, whenever required, Tender Opening Panel and Local Procurement Committee meetings, preparing and editing Tender Opening and Local Procurement Committee minutes, Local/Field Purchase Orders and all documents relevant to Procurement. • Undertake commercial evaluation of offers and preparing commercial evaluation summaries/tables. • Follow up on all correspondences under procurement activities of FAO-Somalia. • Follow up and report regularly to the International Procurement Officer on the progress of procurement activities. • Responsible in the preparation of the consolidated annual procurement plan of FAO-Somalia. • Responsible in sorting out any deliveries by land, see and air. • Responsible in the prompt and timely clearances of goods and shipments for any FAO-Somalia projects by liaising with the Logistics Officer in order to ensure safe arrival of these consignments to their final destinations. • Undertake field missions to relief area to ensure safe delivery and storage of delivered Agricultural Inputs. • Follow up with regular updates on budgets (related to procurement matters) in Liaison with the Administration and Finance. • Assist to update the list of suppliers and follow-up the review of the supplier’s registration documents and liaise with HQ to insert the details of the offshore new suppliers accordingly. • In consultation with Requesters undertakes performance evaluation of vendors including preparation of vendor performance reports. • Liaise with the Logistics Officer for timely preparation and obtaining of letters of re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations. • Undertake field missions to relief areas to ensure safe delivery and storage of delivered supplies and materials. • Liaise with the FAO-Field offices in Hargeisa, Garowe, Bosaso, Mogadishu and anywhere else in Somalia, and follow up on procurement activities taking place in the concerned parts of the country. • Perform any other related duties as assigned.

With respect to activities undertaken under the provisions of MS 507

• Support to prepare draft RFPs and ITBs for Letters of Agreement and any correspondence and notes for the file related thereto. • Assist in the establishment of Service Providers’ electronic database and draft correspondence for Service Providers to reply to queries and clarifications on the submitted applications. • Assist in undertaking due-diligence review of Service Providers’ applications. • Assist in the implementation of market surveys to determine operations’ related rate to be applied under Letters of Agreement. • Maintain the filing system and proper record-keeping concerning the LoA function including electronic LoA database and hard copies of LoAs, routing slips, note for the files, justifications and key correspondences. • Follow up with the relevant Responsible Officers on the preparation and provision of the necessary information and documents required for the proper implementation of the Quality Assurance function. • Assist in the preparation of the consolidated annual LoA plan for FAO Somalia including the regular quarterly updates of this plan. • Ensure timely insertion of the Quality Assurance Requisitions in the LoA database. • Assist in the preliminary Quality Assurance review of Letters of Agreement. • Assist in the preparation of the regular quarterly reports on LoAs to be submitted to CSLP in Rome. • Attend, whenever required, Tender Opening Panel and Local Procurement Committee meetings in the capacity of secretary, preparing and editing Tender Opening and Local Procurement Committee minutes, Letters of Agreement and note for the files and all documents relevant to Letters of Agreement. • Undertake commercial evaluation of offers and preparing commercial evaluation summaries/tables. • Follow up on all correspondences under LoA activities of FAO-Somalia. • Follow up and report on the progress of LoA activities. • Assist in the preparation of the consolidated annual LoA plan of FAO-Somalia and follow up on its implementation; • Perform other related duties as assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in administration, management, procurement, economics or other relevant discipline from a reputable Institution. • At least 6 years of related work experience in procurement. • Working knowledge (level C) of the FAO official language used for communication within the country (English) and working knowledge of the local language(s) is required. • National of Somalia

FAO Core Competencies

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

Technical/Functional Skills

• Knowledge of FAO and LoA rules and regulations or similar UN entities; • Ability to draft contractual instruments regarding solicitation documents • Proficient in preparation of evaluation documents, procurement related NFFs, LPC submissions, etc. • Excellent skills in report writing and good knowledge of the local market conditions.

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.