Procurement/Grants Specialist – SB-4

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The main aim of the FAO Representation in Cambodia is to assist government to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. The Public-Social-Private Partnerships for Ecologically-Sound Agriculture and Resilient Livelihood (PEARL) project," in Northern Tonle Sap Basin (NTSB) aims to enhance the climate change resilience of smallholder farmers and local communities in the NTSB by increasing their access to growing premium market segments while using their improved market access to incentivize their transition to climate-resilient practices, mainly through effective public-social-private partnerships.

Reporting Lines

The Procurement/Grant Specialist reports directly to the Assistant FAOR (Administration/Programme) through the Senior Project Officer, and the technical oversight of lead technical officer in the FAO regional office for Asia and the Pacific (RAP). Under the overall supervision of the FAO Representative in Cambodia, and in close collaboration with international consultants and national specialists, governmental counterparts, and other technical specialists, the incumbent will perform the tasks listed below.

Technical Focus

Coordinate procurements, grants management, accounting, internal review of the procurement/financial documents and provide support to the “Public-Social-Private Partnerships for Ecologically-Sound Agriculture and Resilient Livelihood (PEARL) project”, implanted by FAO Cambodia.

Tasks and responsibilities

The Procurement/Grants Specialist will work for the PEARL project and assists with preparation of procurement/grants management documents, review, synthesize and provide procurement related services, including production of quality reports for internal/external use. Moreover, the incumbent will be expected to contribute the country office’s projects and initiatives:

• Manage received consolidate procurement plan from admin/program/operations and other internal requester. In addition, provide procurement milestones to requesters on their procurement actions; • Identify local dealers and potential suppliers of goods from local market applying MS 502 FAO procurement rules and regulations; • Perform local/ International procurement process of goods from local suppliers applying MS 502 FAO rules and regulations; reviewing incoming PRs, preparing ITB, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with MS 502 FAO procurement rules and regulations; and assist in conducting the procurement activities in the field offices • Manage and maintain local procurement supplier data base and update vendor list/information per item and process supplier call for expression for interest, evaluate suppliers ability and clearance to work with FAO, • Solicit of low value procurement quotations, evaluating and issuing low value procurement orders; • Communicate procurement awards decisions to successful and unsuccessful bidders after conclusion of a tender process; • Conduct regular market survey from internet, global market, UNGM and up-date suppliers record when necessary; • Receive and dispatch incoming and outgoing correspondence from procurement office; • Follow approvals of purchase requisitions and soft commitments from the users; • Receive and review all invoices, register them and forward them to finance for payment. In cases, of quality issues coordinate with the technical team on how much liquidated damages to apply before forwarding invoices for payment. For delay in delivery decide how much liquidated damages to apply as per MS 502 rule and regulations. • Participate in the organization of training for operations/projects staff on Procurement, synthesis of lessons learned and provision of relevant examples from the procurement practice; • Maintain a proper and appropriate procurement filling system; of procurement registers for contracts, tenders, orders and requisitions system that ensures faster, systematic filing, faster retrieval of information, greater protection of information, and increased administrative stability, and continuity. • Raise Purchase orders for goods and services for MS 502 and MS 507 LoA’s in the GRMS. • Act as the secretary of LPC for both MS 502 and 507. Prepare all the documentation for presentation to this local procurement committee • Obtain completed suppliers performance appraisal report from logistics after completion of a procurement transaction for filing; • Liaise with Administration focal point for timely preparation and obtaining of letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations.Develop and maintain processes for grants and contracts management and ensure transparent implementation of the project’s matching grant component. • Review of grant/contract finances, compliance requirements and reporting through each stage in the life cycle of a grant/contract, from proposal to close out, including adherence to donor and FAO regulations by ensuring the correct agreement structure and terms are put in place; • Implement, manage and improve the processes used to administer proposals, grants and contracts, including financial compliance, reporting, and communications with relevant stakeholders; • Liaise between the program and financial teams to ensure continuity, accuracy, and adherence to the key processes related to grant management, systems used and reporting; • Monitor financial management of grant funds to ensure consistency with the agreed technical plan and actual implementation; • Prepare monthly financial overviews and manage the budget monitoring system related to Grants; • Financial reporting; (monthly, quarterly and annual) as per FAO reporting requirements; • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced degree in public or business administration, finance, accounting, economics, social sciences or other relevant fields • At least five years of relevant experience in procurement/grants management/operations and support • Working knowledge of English and Khmer • A National of Cambodia

FAO Core Competencies

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

Technical/Functional Skills

• Extent and relevance of experience in supporting, advising and guiding the implementation of multi-stakeholder project in the context of his/her area of expertise; • Ability to develop plans for the implementation and coordination of project procurements/grants management/accounting /auditing in partnership with UN agencies, international entities, NGOs and other relevant actors; • Extent and relevant of experience in programme/project formulation, analysis, planning and implementation in the context of procurements/grants management; • Understanding FAO/UN policies and programmes is considered a strong asset; • Familiarity with UN administrative, procurement and financial procedure is an asset. • Proficiency in relevant computer applications such as word processing tools, spreadsheets and desktop publishing software (MS Office Word, Excel etc.).

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.