JOB PURPOSE
To provide coordination, administrative services, and research to support efficient and effective procurement services.
KEY ACCOUNTABILITIES (not all-inclusive)
Provide operational coordination and administrative services, to support procurement projects and activities, following standard processes and contributing to the effective procurement of food, goods, and services.
? Identify and recommend potential suppliers, and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
? Review, record and prioritize purchasing requests, and provide support to requisitioners, in order to support the procurement of appropriate food, goods, and services, at the lowest cost to WFP.
? Contribute to negotiations with new suppliers on terms and conditions of orders, alongside a senior officer, in order to obtain the best terms and lowest costs for WFP.
? Prepare Purchase Orders, contracts, and any supporting documentation for approval by the appropriate stakeholder, and approve purchases within delegated authority, to enable the swift purchase of food, goods, and services.
? Resolve issues related to delivered food, goods, or services, using initiative, liaising with all parties, and following standard processes, to ensure timely and accurate resolution of problems.
? Research, collect and analyze data in order to produce reports to enable informed decision?making by Procurement Officers, and consistency of information presented to stakeholders.
? Manage updates and further develop databases and records, to ensure information is accurate, organized, and available for others to access, and supports reporting requirements.
? Maintain relationships with internal counterparts, to support the alignment of procurement activities with wider programs and ensure a coherent approach to meeting food assistance needs.
? Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines.
? Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
? Perform any other duties as required
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
- Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues, and direct reports.
- Create an inclusive culture: Facilitates team-building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
- Encourage innovation & creative solutions: Identifies opportunities to be creative in their own work and to help the team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to the team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behavior expected for the proficiency level |
| Tendering and Contracting | Displays a basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information. |
| Vendor Management | Leverages basic understanding of business needs to define vendor requirements and selection criteria. |
| Commodity and Product/Service Intelligence | Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices. |
| Systems & Reporting | Demonstrates strong understanding of procurement systems, Corporate operating Systems,s, and tools to conduct a range of analyses and generate reports to drive decision making. |
| Ethics and Compliance | Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries. |
STANDARD MINIMUM QUALIFICATIONS
Qualification requirement
Advanced University degree in Food Science and Technology, Agriculture, Procurement, Economics, Commerce, Business Administration or another relevant field, or First University degree with additional relevant work experience and/or training/courses.
Experience:
? At least six (6) years of progressive working experience in food, goods & services procurement in large operations gained from reputable organizations;
? Experience managing the physical purchase of commodities/products/services in complex situations;
? Experience handling routine transactions/ purchase of commodities/goods/services;
? Experience developing timelines and cost reports for suppliers (e.g. retailers, wholesalers, and traders);
? Demonstrated experience coordinating procurement processes with other units/ teams. Languages: Fluency (level C). in the English language. Others:
? Good working knowledge and experience in MS Office applications is a requirement;
? General knowledge of UN system policies, rules, regulations, and procurement procedures is desirable.
Expectations: A mature person with good reporting and writing skills, proactive, with initiative and negotiation skills, good communication skills, ability to work in a team and establish effective working relations multicultural team environment