Procurement Support Specialist
Support procurement processes and assist in the administrative functions of FAO Jamaica.
This opening expired 4 years ago.
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Overview
Support procurement processes and assist in the administrative functions of FAO Jamaica.
You have:
- University degree in Law, Business, Administration, Economics, Public Administration or Commerce or a related field.
- Three years of relevant experience in procurement related activities and systems support.
- Working knowledge (level C) of English.
Organizational Setting
FAO's Sub-regional Office for the Caribbean (SLC) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing sub-regional food, agriculture and rural development priorities. It develops and maintains relations with sub region-wide institutions including Regional Economic Integration Organizations (REIOs). The Sub-regional Office is a subsidiary of FAO's Regional Office for Latin America and the Caribbean (RLC) The SLC is located in Barbados and is responsible for Barbados and the OECS (Antigua and Barbuda, Barbados, Commonwealth of Dominica, Grenada, St. Lucia, St. Kitts and Nevis and St. Vincent and the Grenadines). The Consultant will be based in Jamaica and work will be for FAO Office Jamaica in Kingston (or homebased).
Reporting Lines
Under the day-to-day supervision of the Assistant FAOR - Administration, with general oversight of the Sub Regional Procurement Officer (IPO), the Procurement Support Specialist will provide a variety of support functions to the Procurement Authority (FAO Representative), contributing to the smooth and efficient provision of goods and services to FAO Jamaica Office and Projects.
Technical Focus
The Procurement Support Specialist will support the Administrative unit to conduct the procurement of goods and services for FAO Jamaica conducting processes and monitoring procurement activities in conformity with FAO procurement manual and procedures.
Tasks and responsibilities
- Monitor submission of procurement plans from FAO Jamaica Projects, within the deadlines established by HQ (CSLP). Reviews procurement plans and Purchase Requisitions (PR) for correctness & accuracy, providing advisory services to requestors, project and office personnel on procurement processes, policies, and procedures. Discusses with IPO and FAO Jamaica Procurement Authority, requests that may require IPO support or which may exceed the delegated authority of the FAO Representative.
- Invite & assist current vendors to register for public tender opportunities through the e-tendering tool (In-Tend)
- With the authorization from the Procurement Authority, carries out procurement actions for the provision of goods or services according with FAO rules and procedures; conducts public tenders through the e-tendering tool (In-Tend); liaise with requestors and Bidders as necessary; arranges technical evaluations and performs commercial evaluations of bids or proposals. Prepare tender and evaluation reports for the Procurement Authority review and signature. Prepares Purchase Orders (PO) and Contracts for the Procurement Authority review and approval.
- Identify recurring or frequently used goods or services and facilitates the establishment of Long-Term Agreements (LTAs), to streamline the supply of such goods and services.
- Perform Quality Assurance (QA) review of Letters of Agreement (LoA), in accordance with MS 507 guidelines, policies and procedures available from CSLP HQ. Liaises with LoA Unit at HQ (CSLP) to obtain approvals or advice as necessary.
- Serve as Secretary of the Local Procurement Committee (LPC) as required, sharing the procurement or LoA case and its support documents with the LPC members for their review, preparing the minutes of the meeting for Procurement Authority review and signature. Request vendor registration for new suppliers through the ServiceNow platform; maintain a local vendor database, supporting potential suppliers with their registration in FAO or UNGM. Maintain confidentiality of procurement and LoA records/e-filing, using the registry and the shared Procurement mailbox.
- Assist with PO monitoring, performing delivery follow-ups and verifying that receipts are raised upon delivery, and that payments are being processed within the prescribed 30 days or before to keep outstanding obligations updated.
- Perform other administrative/procurement duties as required, including supporting the OMT Procurement Working Group.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
- University degree in Law, Business, Administration, Economics, Public Administration or Commerce or a related field.
- Three years of relevant experience in procurement related activities and systems support.
- Working knowledge (level C) of English.
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
- Extent and relevance of experience in identifying clients' procurement-related needs and in providing support and guidance from clients' point of view
- Extent and relevance of experience in contracting of services and negotiating terms and conditions is an asset
- Familiarity with data analysis, business intelligence tools, ERP Systems would be an asset
- Additional language skills, particularly Spanish, is an asset
Potential interview questions
| Can you describe a time when you had to manage multiple procurement projects simultaneously? | This question assesses your time management and organizational skills in a procurement context. | Provide details on how you prioritized tasks, met deadlines, and ensured quality during the process. |
| How do you ensure compliance with procurement policies and procedures during your work? | The interviewer wants to understand your knowledge of procurement regulations and your attention to detail. | Pro members can see the explanation. |
| Describe a challenging negotiation you have been part of. What was the outcome? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use to build effective relationships with vendors? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you utilized data analysis to improve procurement processes? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 years ago
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Updated 1 year ago
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Source:
fao.org
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