Procurement Assistant SC 5 Bishkek

WFP KYRGYZSTAN COUNTRY OFFICE

Opened on 6 November - Closing on 20 November 2020

The World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. 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.

Job Title: Procurement Assistant (SC5)

Duty Station: Bishkek, Kyrgyz Republic

Duration of Employment: 1 year with possibility to extension

Background:

Under the direct supervision of Head of Supply Chain Unit and guidance from Procurement Associate, the Procurement Assistant provide procurement services in WFP Kyrgyzstan Country Office ensuring their effectiveness, transparency and integrity. The Procurement Assistant promotes a client, quality and results oriented approach in the Unit.

The Procurement Associate works in close cooperation with Programme, Finance, Administration, Budget & Programming and other relevant units within Country Office and Sub-Office, other UN Agencies (in the framework of Common Procurement Team) and WFP Regional Bureau and Headquarters’ staff for resolving procurement-related issues and information delivery.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive)

Under direct supervision and consultation with Head of Supply Chain Unit, Procurement Assistant should perform following duties:

• Ensure that WFP Food and Goods & Services Procurement Manuals and Country Office Goods & Services Procurement Standard Operating Procedures (SOP) are carefully studied and strictly followed;
• Full compliance of procurement activities with UN/WFP rules, regulations, policies and strategies;
• Implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
• Perform procurement activities in a timely manner to support procurement projects following standard processes and contributing to the effective acquisition of goods and services;
• Organization of procurement processes, including timely preparation and conduct of Request For Information (RFI), Request For Quotation (RFQs), Invitation To Bid (ITBs), Request For Proposal (RFPs), their evaluation, negotiation of certain conditions of contracts in full compliance with WFP rules and regulations;
• Ensure proper dissemination of ITB/RFQ/RFP via WFP’s e-tendering system In-Tend among suppliers from WFP roster (approved through LPCC) as well as backward communication with suppliers on any related queries, when/if appropriate;
• Timely facilitation of bids opening, procurement analysis of the received bids, convene Local Purchase and Contract Committee (LPCC) meetings to present tender results, provide LPCC with solid justification, making prior rigid and deep analysis of the bids, market situation, follow up on LPCC recommendations. Ensure that all documentation is properly recorded and filed;
• Timely preparation of Purchase Orders (POs) and contracts in and outside WINGS, preparation of Recurring POs for contracting of services. Assist in proper reflection in WINGS of the outstanding commitments of the CO (creation of the new POs, adjustment, closure, etc.) in line with IPSAS requirements;
• Identify and recommend potential suppliers and compile data/documents to support the selection of suppliers, ensuring standard processes are followed. Carry out roster update/expansion exercise for assigned categories of goods and services;
• Brief the selected vendors on UN general rules and conditions and WFP regulations;
• Contribute in research, collection and data analyses in order to produce reports to enable informed decision-making by Procurement Authority, and consistency of information presented to stakeholders;
• Regular market survey for assigned categories of goods and services;
• Follow standard emergency preparedness practices to support WFP to quickly respond and deploy needed resources to affected areas at the onset of the crisis;
• Ensure accurate filling of soft and hard copies of all documents related to procurement;
• Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of 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 recipient units and field operations;
• Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, 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;
• Provide technical support and/or allocate work to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines;
• Perform other related duties as required.

OTHER POST REQUIREMENTS:

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.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

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

Language: Fluency in English and Russian, knowledge of Kyrgyz is an asset.

“Qualified female applicants are encouraged to apply”

OPEN TO KYRGYZSTAN NATIONALS ONLY

WFP DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).