Procurement Support

Organizational Setting

This position is located in FAO Representation to Pakistan, based in Islamabad. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments 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 position is envisioned on SB III SC 6 level.

Reporting Lines

Under the overall supervision of the FAO Representative, direct supervision of the International Procurement Officer and in close coordination with concerned FAO colleagues, the incumbent will perform the following tasks

Technical Focus

He/She 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

• 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.; • Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated; • 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; • Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service; • Act as the Contracts Unit focal point for GRMS, UNGM and Intend; • Review current processes and make recommendations to improve purchasing systems and procedures; • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

• Master’s degree in Business/ Administration, Procurement, Economics or relevant field. • Minimum 05 years of experience in related function (Procurement, Admin, Logistics). • Working knowledge of English • National of Pakistan

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 • Good knowledge of common administrative and financial rules and regulations • Good knowledge of communication and documentation standards • Knowledge and understanding of sourcing within the procurement function. • Strong research skills, ability to conduct benchmarking analysis in support of vendor identification, selection and performance management. • Display initiative and take responsibility for achieving agreed outputs within set deadlines and closely follow-up until successful outputs are achieved. • Continue to seek new, innovative and improved methods and systems for accomplishing the work assigned.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• 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.