Procurement Assistant GS5

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

Short Description

Type of Contract

Fixed Term GS5

Post Title

Procurement Assistant GS5

Number of Post

One

Duty Station

Yangon

Report To

Procurement Officer

Duration of Service

12 months (Extendable)

Opening Date for Application

17 March 2022

Deadline for Application

1 April 2022

ABOUT WFP

The United Nations World Food Programme 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, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.

Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. At WFP, we are driven and defined by our mission to fight world hunger, save lives, feed people’s dreams of a brighter future, reduce risk and help enable people, communities and countries meet their own food and nutrition needs. WFP goes anywhere it’s needed and does what it takes to get the job done. You will find our people at the heart of every major humanitarian intervention around the world, providing the essential life-saving foundation required for those furthest behind. Each year, we reach an average of 80 million people with food assistance in around 80 countries. Delivering our mission requires deep respect for personal and cultural differences and close collaboration between every member of our global team. While the 16,000-people working for WFP reflect the rich diversity of the world in which we work, the vital importance of our shared mission underpins a remarkably close community of purpose.

The World Food Programme (WFP) is offering life-changing job opportunities you are unlikely to find in other organizations. Working at WFP will give you the opportunity to work beyond your expectations, to be enriched by truly meaningful work and deepen your professional expertise.

JOB PURPOSE

To perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), and report to Procurement Officer.

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

KEY ACCOUNTABILITIES (not all-inclusive)

• Perform administrative procurement activities in a timely and efficient manner, to support food procurement focal in the acquisition of food for efficient operations.
• Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.
• Review, record and prioritise purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the Food Procurement, if required also for goods and services.
• Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions to ensure supplies reach HQ and field operations.
• Research market information and collate the information to sure the Food Procurement have consistency of information presented to the stakeholders.
• Update, manage and maintain relevant databases and records, to ensure the information is accurate, organised, and available for others to access, and supports reporting requirements.
• Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
• Support food procurement focal for food system project and fortified rice project.
• Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Work Experience: Five or more years of experience in the field of large procurement activity (preferably food procurement or related to medical or nutrition supplies)

Language: Fluency in both oral and written communication in English and Burmese.

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.

TERMS AND CONDITIONS

DEADLINE FOR APPLICATIONS

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

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.