Procurement Assistant (Execution) SC5 - Sana'a

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme (WFP) is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace and stability for populations impacted by conflict, disasters and climate change.

WFP’s emergency response in Yemen is the agency’s largest anywhere in the world, and is the largest sustained emergency operation in history, providing lifesaving monthly food assistance to 10.5 million people most in need. WFP also provides nutrition support to 1.7 million children and mothers, and delivers school meals to 850,000 children each day.

GENERAL INFORMATION

Title of Post: Procurement Assistant (Execution)

Grade: SC5

Supervisor: Procurement Officer (Food) P3.

Unit: Procurement

Division/Country Office: Yemen CO

Duty Station: Sana'a

Duration of Contract: 12 months

ORGANIZATIONAL CONTEXT

Job holder at this level is responsible for completion of a range of procurement processes and activities requiring some interpretation of standard guidelines/practices. Job holder is able to recommend straightforward courses of action to staff, and may allocate tasks and technically support other staff.

JOB PURPOSE

WFP is purchasing food commodities from the local Suppliers based on the Programme requirements and pipeline plans. Those food commodities are purchased according to WFP specifications, quality and safety standards, thus the role of an incumbent will be to coordinate effective implementation of food supply contracts and report to the Procurement Officer on progress and any deviations. The incumbent will report administratively to the Head of Procurement and functionally to the Procurement Officer (Food) P3.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Prepare and circulate reports from WINGS (WFP SAP) related to food procurement: Purchase Requisition report, Purchase Orders report, GRN’s and payment progress report and other reports as required by the Supervisor.
2. Communicate with internal and external stakeholders to ensure the food contracts are fully implemented as per the contracted terms and conditions, initiate the execution implementation report on daily basis, till the completion of contract and keep all documents in the relevant files.
3. Draft and submit for review and approval Inspection Work Orders referring to the terms and conditions of Long-Term Agreements.
4. Report on any deviations from terms and conditions of food supply contract such as delays on delivery, expiry dates of food commodities, quantity, or other specifications.
5. Follow up and gather a full set of documentations from Suppliers prior to the payment; cross check documents with waybills receipt reports, posted Goods Receipt Notes and invoice.
6. Download the invoice status reports on weekly basis from Invoice Tracking System for reporting purposes.
7. Create Service Entry Sheets in WINGS for relevant inspection Purchase Orders and ensure all documents are available as attachments for full audit trails; keep trackers updated till payments are processed.
8. File/download all documents as per the check list for each specific food supply contract.
9. Assist with arrangements for Procurement Committee Meetings, Vendor Management Committee and other meetings as per request from the Supervisor.
10. Draft and circulate Minutes of Meetings with local Suppliers; circulate documents for approval as per established business process.
11. Perform any other tasks as assigned by the Supervisor.

STANDARD MINIMUM QUALIFICATIONS

• 5 or more years of relevant work experience;
• Completion of secondary school education;
• Fluency in English (level C written and spoken);
• Fluency in Arabic (level C written and spoken), and
• Either a Yemeni citizen or a foreign citizen with permanent Yemeni work/residence permit.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has worked on procurement activities. • Experience conducting analyses and developing reports. • Experience working with suppliers or other third party on day to day basis.

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 Utilizes basic understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks. Ethics and Compliance Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

TERMS AND CONDITIONS

• WFP is an equal opportunity employer.
• WFP does not charge a fee at any stage of the recruitment process.
• The applicant should be a Yemeni national or having work/residency permit.
• Only candidates who are short-listed will be contacted.
• Applications must be submitted online with:
• Use English language only.
• Indicate all your job TOR.
• Indicate clear years of experience with each job (month/year)
• WFP FT staff who are still under probation period are not eligible to apply.
• By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong or incomplete information might lead to your disqualification in this recruitment process.
• **(NB: Successful candidates vetted as viable candidates through the application process will be retained on internal roster for a two-year period and may be given further consideration for future similar specific position advertised in the duty station.)****

DEADLINE FOR APPLICATIONS

20 Nov 2022

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WFP never uses external recruitment agencies and recruitment is always is free of charge. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. The selection of staff are made on a competitive basis and we are committed to promoting diversity and gender balance. Only applicants whose profiles meet the advertised job requirements will be considered and only within the announced deadline.

لا يقوم برنامج الأغذية العالمي بالاستعانة ابداً بأشخاص او بوكالات خارجية في التوظيف، علماً بان عملية التوظيف دائماً مجانية. يبحث برنامج الأغذية العالمي عن مرشحين من أعلى درجات النزاهة والكفاءة المهنية والذين يتقاسمون مبادئنا الإنسانية.

يتم اختيار الموظفين على أساس تنافسي ونحن ملتزمون بتعزيز التنوع والتوازن بين الجنسين. سيتم النظر فقط للمتقدمين الذين تفي ملفاتهم الشخصية بمتطلبات الوظيفة المعلن عنها، وفقط خلال الموعد النهائي المعلن

Qualified female applicants are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.