Procurement Specialist

Organizational Setting

Procurement Service provides policy and operational support to ensure that the Organization procures goods, works and services based on 'Best Value for Money' principles. The post will be located in a Decentralized Office and will be responsible for procurement activities in Zimbabwe, Eswatini and Lesotho.

Reporting Lines

The Procurement Specialist works under the overall guidance of the FAO Sub-Regional Coordinator for Southern Africa (SFS) and FAO Representative for Zimbabwe, Eswatini and Lesotho, and under direct supervision of the Deputy FAO Representative for Zimbabwe, Eswatini and Lesotho. The incumbent will work in close collaboration with the Programme, operations, and administrative units, in consultation with the relevant technical units at FAO headquarters, the Regional Office for Africa (RAF) and in the Sub-Regional Office, including Lead Technical Officers.

Technical Focus

Procurement of goods and services and quality assurance for Letters of Agreement in compliance with FAO’s rules and regulations.

Tasks and responsibilities:

• Plans, develops and manages all procurement and contractual aspects of significant complexity; • Advises requisitioning units on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle, meeting objectives under tight deadlines; • Undertakes the buyer function in conformity with FAO’s rules and regulations; • Reviews Letters of Agreement in conformity with the quality assurance function as set forth in FAO’s rules and regulations; • Prepares solicitation process, identifies method of solicitation, drafts tendering documents, identifies sourcing strategy and distributes invitations to tender, also using e-tendering system and supports bid/proposals evaluations while ensuring the solicitation process is fair, objective and transparent and that it follows the general principles, as set forth in the FAO Manual Section; • Prepares and presents cases to the relevant Procurement Committees; • Organizes and participates in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC); • Participates in and conducts site inspections, bidder's conferences and contract negotiations; • Coordinates with forwarding agents relating to custom clearance, packing, and shipment of goods and maintains logistics records of such procurement-related activities. • Conducts market research to keep abreast of market developments; researches and analyses statistical data and market reports on the world commodity situation, production patterns and availability of goods and services; • Contributes to updating procurement policies and related tools, provides procurement reporting as well as clarification/information for auditing purposes; • Participates in the development of training and related training materials and promotes best practices and capacity development at headquarters and Decentralized Offices; • Provides guidance to new/junior staff and stakeholders; ensures entry of accurate data using the Organization’s Enterprise Resource Planning (ERP) and related systems; • Makes initial determinations and recommendations concerning disputes or claims arising from contractual instruments or procurement processes; • Prepares monitoring reports, reviews and analyses data and makes recommendations based on findings; • Performs other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in Procurement, Purchasing & Supply, Supply Chain and Logistics, Law, business, administration, economics, public administration or a related field; • Five years of relevant experience in procurement related activities with at least two years of supervisory experience; • Working knowledge (level C) of English and limited knowledge (level B) of one of the other languages of the Organization (Arabic, Chinese, Russian, French, Spanish). For PSA, only working knowledge of English is required.

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions is desirable; • Demonstrated knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services; • Extent and relevance of experience in public sector procurement dealing with complex contractual issues including revising, drafting of contract, formulating options and proposing recommendations; • Extent and relevance of experience in identifying clients' procurement-related needs and in providing support and guidance from clients' point of view; • Demonstrated ability to draft complex documents in English is considered a strong asset