Procurement Associate G6

Duty Station: Bishkek, Kyrgyz Republic

Duration of Employment: 1 year with possibility of extension

Organisational Context:

The Kyrgyz Republic is a small, landlocked, mountainous country bordered by China, Tajikistan, Uzbekistan and Kazakhstan with a population of just over 6.2 million people, mainly living in rural areas. After it gained independence from the Soviet Union in 1991, the economy grew, poverty fell, child mortality declined and life expectancy increased. However, since 2008 there have been a series of economic and political setbacks, and now the pandemic increased the number of poor people in the country, because of reduced economic activities, decreased remittances, price spikes and a growing fiscal gap.

WFP has laid the foundations for a programme of support through social protection, rural development, disaster risk reduction and climate change adaptation with a view to supporting policy development and institutional capacity strengthening, establishing pilot productive safety nets and optimizing school feeding modalities to bring immediate and longer-term benefits for food-insecure, vulnerable and poor communities. Activities under the Country Strategic Plan (CSP) 2018-2022 are aimed at strengthening the national capacities with a view to institutionalizing and scaling up WFP’s interventions with complementary government resources and promoting comprehensive food security governance at all levels to address food insecurity and malnutrition.

Background:

Under the direct supervision of Head of Supply Chain Unit, the Procurement Associate provides leadership in execution of procurement services in WFP Kyrgyz Republic ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client, quality and results oriented approach in the Unit.

The Procurement Associate might be required to supervise and lead the procurement and logistics staff of the Supply Chain Unit. The Procurement Associate works in close collaboration with the Programme, Finance, Administration, and other units within WFP Kyrgyzstan Country Office and Sub-Office, other UN Agencies under Common Procurement Team (CPT) and WFP Regional Bureau and Headquarters staff for resolving complex procurement-related issues and information delivery.

Duties and Responsibilities:

• Ensure that WFP Goods & Services and Food Procurement manuals 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;
• Provide operational coordination and administrative services, to support procurement projects and activities, following standard processes and contributing to the effective procurement of goods and services.
• Country Office Non-Food Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Non-Food Procurement;
• Review, record and prioritise purchasing requests, and provide support to requisitioners, in order to support the procurement of appropriate goods and services, at lowest cost to WFP;
• Preparation of annual procurement plan for the Country Office, including Sub-Office requirements and ensure timely implementation and monitoring;
• Organization of procurement processes, including timely preparation and conduct of 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;
• Contribute to negotiations with new suppliers on terms and conditions of orders, alongside a senior officer, in order to obtain the best terms and lowest costs for WFP.
• To facilitate and ensure proper dissemination of ITB/RFQ/RFP via WFP’s e-tendering system In-Tend and Procurement mailbox (for EoI & RFI only) among suppliers from WFP roster (approved through LPCC) as well as backward communication with suppliers on any related queries, when appropriate;
• Timely facilitation of Bids opening, Local Purchase and Contract Committee (LPCC) review process and procurement analysis of the received bids. Provide LPCC with solid justification, making prior rigid and deep analysis of the bid, market situation, follow up on LPCC recommendations. Ensure everything 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 and any supporting documentation for approval by the appropriate stakeholder, and approve purchases within delegated authority, to enable the swift purchase of goods and services. Proper reflection in WINGS of the outstanding commitments of the CO (creation of the new POs, adjustment, closure, etc.) in line with IPSAS requirements;
• To organize necessary procurement processes (market assessment, roster update/expansion, tendering, contracting/amendments, contract implementation, inputs to suppliers’ performance evaluation) for the Country Office Cash-Based Transfer (CBT) operations in order to address Programme requirements;
• Implementation of the internal control system which ensures that POs are duly prepared and issued. Timely corrective actions on POs with budget check errors and other problems;
• Identify and recommend potential suppliers, and compile data/documents to support the selection of suppliers, ensuring standard processes are followed. General Roster update of suppliers is carried out at least once a year and ad-hoc roster update/expansion when/as requried;
• Brief the selected vendors on UN general rules and conditions and WFP regulations;
• Initiate conduction of NFI contractors performance assessment by requesting units as per SOP on G&S Procurement;
• dataResearch, collect and analyse data in order to produce reports to enable informed decision-making by Procurement Officers, and consistency of information presented to stakeholders.
• Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems
• Regular overall market survey;
• Presentation of researched information on procurement in the CO;
• Organization of joint procurement processes for the UN Agencies as per CPT annual plan;
• Analyse, control and maintain data from various sources in procurement systems and take corrective action as necessary;
• Respond to queries regarding procurement data from WFP CO/SO staff in the requesting units and elsewhere in the Programme;
• Update and track processing of procurement actions;
• Maintain relevant internal databases, records and files, to ensure information is accurate, organised, and available for others to access, and supports reporting requirements and keep track of contractual agreements;
• Maintain relationships with internal counterparts, to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
• Verify claims for accuracy and conformance with procurement rules and regulations;
• Brief/debrief staff members from requesting units on issues relating to procurement transactions;
• Ensure approved procurement timeline is respected for each procurement case;
• Ensure accurate filling of soft and hard copies of all documents related to procurement;
• Follow standard emergency preparedness practices to support WFP to quickly respond and deploy needed resources to affected areas at the onset of the crisis;
• Update and implement Minimum Preparedness Actions (MPAs) for Goods & Services Procurement.
• 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.
• Coaching Procurement Assistant in organization of Goods & Services procurement in line with WFP corporate rules and relevant SOPs issued by CO, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines.
• Perform other related duties as required.

Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision-making.

Performance Indicators: Well organised, reports and/or records, put together independently with only general guidance. Well organized work with accurate information and databases; efficiently supervised team of support staff.

Critical Success Factors: Sound judgment; ability to extract, interpret, analyse and format data and to resolve operational problems. Ability to work with minimum of supervision; to supervise and train support staff; and to work effectively with people of different national and cultural backgrounds. Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment.

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

Experience:

• Five years of progressively responsible procurement and administrative experience is required at the national or international level, including at least three years in procurement functions.
• Experience utilising computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling web-based management systems.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Demonstrated familiarity with locally purchased commodities/goods/services (e.g., cash based, in-kind donations).
• Experience conducting supplier research and coordinating with retailers, wholesalers and traders.
• Demonstrated knowledge of procurement processes and linkages with other operations (e.g., logistics).

Knowledge: General knowledge of UN system policies, rules, regulations and procedures governing procurement administration. Knowledge of WFP manuals, rule and guidelines in the area of procurement would be desirable.

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

TALENTED WOMEN ARE ENCOURAGED TO APPLY

We look for applicants with the highest integrity and professionalism who share our humanitarian values. We commit to promote diversity, gender parity and equality between men and women.

WFP strives to build a work environment that is safe and respectful, and free of sexual harassment and abuse of authority. We believe in open communication, and every individual at WFP is treated with respect regardless of gender, age, ethnicity, religious and political beliefs, etc.

Closing date: 21 October 2021

This position is open ONLY to Kyrgyz citizens or those authorized to live and work in the Kyrgyz Republic according to national regulations. Applicants who do not meet this criterion will not be considered for this position.

WFP does not charge any fees at any stage of its recruitment process.

Only candidates who are short-listed will be contacted.