Procurement Support Specialist

Organizational Setting

FAO Partnership and Liaison Office in Azerbaijan

Reporting Lines

Ms. Melek Cakmak, FAO Representative

Technical Focus

The NPP - Procurement Support 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

Work is performed largely autonomous, expressing initiative and independent judgment. Supervision received is focused on the quality of work outputs and is facilitating service delivery. The incumbent provides guidance and training to procurement support staff and advices clients throughout the Organization.

The NPP - Procurement Support maintains a wide range of contacts with managers, staff, and suppliers inside and outside the Organization, ensuring the quality and consistency of procurement support services and the compliance with relevant policies 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

Minimum Requirements

• Secondary School Education
• 3 (three) years of experience in procurement support work
• Working knowledge (Level C) of English and knowledge of Russian is an asset
• Nationals of Azerbaijan.

FAO Core Competencies

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

Technical/Functional Skills:

• Very good knowledge of the MS Office package, Internet and office technology equipment
• Thorough knowledge of UN system procurement regulations, policies and procedures
• Certification on procurement delivered from an internationally recognized institution is an asset.
• Extensive knowledge and experience in iMIS reporting and monitoring tools
• Thorough knowledge of FAO's administrative policies and procedures

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/