Procurement Specialist

Organizational Setting

The job is located in the FAO Administration Office.

Reporting Lines

Under the general supervision of the FAO Representation in Peru, the incumbent reports to the responsible Assistant FAOR (Administration) of FAO Peru.

Technical Focus

Primary focus, the Procurement Specialist works closely with a wide range of colleagues within the work unit, with client offices providing the full range of procurement support services. Impact on work, the incumbent's work affects the quality, timeliness and efficiency of FAO's procurement operations.

The incumbent provides and coordinates day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and compliance with established FAO policies and procedures and reflecting best practices for government procurement. The incumbent may also be required to perform functions related to monitoring and reporting on procurement activities. The incumbent maintains a wide range of contacts with managers, staff and vendors inside and outside the Organization, ensuring quality and consistency of procurement support services.

Tasks and responsibilities

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, issuance of Purchase Orders and Contracts, draft amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement rules and best practices etc.;
• Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated;
• Coordinate with the clients units, the timely provision of contractual documents for tenders and technical evaluation of tenders;
• Participate in meetings with suppliers;
• Support knowledge building and knowledge sharing across the office;
• Act as focal point for UNGM and Intend (FAO e-tendering tool);
• Prepare, review and analyse periodic monitoring reports making recommendations and taking action as instructed;
• Maintain a database for established Letters of Agreement and payments made;
• Prepare submissions to the Local Procurement Committee (LPC) and the Headquarters Procurement Committee (HQPC);
• Prepare requests for ad-hoc re-delegation of authority;
• Follow-up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services, receipt of performance bonds or other necessary documentation;
• Plan, organize and coordinate delivery schedules involving contact with domestic/international suppliers, ensure information are timely provided to the suppliers for them to provide all import supporting documentation for the customs clearance of the goods on time;
• Identify potential sources of supply for goods and services required;
• Organize and maintain contract files while ensuring that they contain all the necessary and complete documentation required by the regulations of FAO;
• Prepare Report on the status of procurement actions;

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree or Bachelor's degree or Higher in Supply Chain management, Business Administration, Procurement, Law or in one of the technical fields where FAO operates (agriculture, animal sciences, agronomy).
• At least 5 years’ experience in supply chain, procurement, administration or related area is required.
• Working knowledge (Level C) of Spanish and knowledge (Level B) of English.
• Good knowledge of the MS Office package, Internet and office technology equipment.
• National, Citizen Peru or resident in the country with a regular work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Very good analytical skills, ability to understand the different steps of the procurement process and foresee, anticipate challenges;
• Very good Planning and organizing abilities;
• Very good communication skills;
• Very good knowledge of the Oracle Procurement Module or other ERP system with ability to guide, direct and advise colleagues on its use and applications;
• Very good knowledge of the public procurement principles and regulations;