Procurement Specialist

Organizational Setting

The war in Ukraine has placed the entire Ukrainian agrifood system at risk, with significant consequences for food security both in Ukraine and globally. The destruction or damage to agricultural infrastructure and markets, and the disruption of food supply chains is threatening the food security of already vulnerable populations. Agriculture-based livelihoods, a key source of income for 30 percent of the population, are severely impacted. While many Ukrainians are fleeing their communities and/or the country, a significant proportion of the population is staying, facing extreme challenges and thus requiring multisectoral humanitarian assistance. In this context, the Food and Agriculture Organization of the United Nations is uniquely positioned in Ukraine to implement a multidimensional and innovative strategy to sustain and restore agrifood systems at scale. Capitalizing on its technical expertise and in-country experience, in 2023, the strategic approach of the Organization will focus on restoring food security and self-sufficiency in front-line communities (Pillar 1); restoring critical agricultural production and value chains (Pillar 2); and enhancing coordination and technical support to the functioning of critical food system services (Pillar 3). FAO has expanded its presence in Ukraine and established a strong multidisciplinary team. FAO’s country office remains in Kyiv, with field offices in Lviv and Dnipro.

Reporting Lines

Under the overall supervision of the DRO/Head of the Office, the direct supervision of the Operations Officer in Ukraine, the functional supervision of the Procurement Specialist and in close collaboration with other staff and other projects, the Procurement Specialist will be responsible for the provision of support to Procurement and Administrative of FAO portfolio in Ukraine. The Procurement Specialist performs a wide range of routine administrative and control functions in support of FAO's procurement services. He/she contributes to timely and efficient procurement operations.

Technical Focus

The Procurement Specialist provides and coordinates day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices. He/ she provides procedural guidance to clients and staff across the Organization regarding procurement rules and procedures.

Tasks and responsibilities:

• Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers (conduct market surveys) , preparation of invitations to bid, bid summaries, purchase orders and/or contract, simple contractual amendments, renewals; obtain clarifications when necessary; • 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; • Communicate to the Project Team in relation to the assigned procurement actions, assist with the correct preparation and submission of new Procurement Requests; • Review invoices of incoming goods, transportation services and custom’s clearance fees for accuracy; bring to the supervisor’s attention any discrepancies which may arise, prior to processing the payment, translation of the offers/invoices; • Arrange the delivery of goods to their final destinations; • Report on the status of procurement actions; • File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts; • Run periodic reports, taking action as requested; • Provide advice and support to other Procurement Assistants and to clients across the Organization on procurement procedures and regulations; • Ensure data input into systems as accurate; • Review with the supervisor problems and discrepancies related to assigned actions; • 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, draft simple amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement applications and regulations etc.; • Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues; • 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; • Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed; • Participate in meetings with suppliers; • Review current processes and make recommendations to improve purchasing systems and procedures; • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in business administration, international relations, economics, procurement and other social sciences • Five years of experience in procurement support work • Working knowledge (Level C) of English and Ukrainian • National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

• Thorough knowledge of the procurement regulations and procedures of any public or international entity or organization. • Good knowledge of the International Commercial Terms (INCOTERMS) and their application • Thorough knowledge of the ERP Procurement Module and ability to guide, direct and advise colleagues on its use and applications • Experience with UN administrative policies and procedures will be considered as an asset

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.