JOB PURPOSE
To perform administrative procurement actions through the application of the appropriate processes, procedures, and policies that support the efficient and effective delivery of procurement services.
KEY ACCOUNTABILITIES (1/2)
- Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations.
- Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers, and negotiate/award contracts), ensuring standard processes are followed.
- Review, record, and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.
- Coordinate and monitor the delivery of procurement requisitions, verify receipt and inspection of deliverables, and perform follow-up actions to ensure supplies reach HQ and field operations.
- Research, collate, and present information in standard formats, to enable informed decision-making and consistency of information presented to the stakeholders.
KEY ACCOUNTABILITIES (2/2)
- Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.
- Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
- Provide technical support and/or allocate work to other support staff, in order to assist them in completing standard tasks 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.
STANDARD MINIMUM QUALIFICATIONS
Education: University degree in Supply Chain, Procurement, Economics, Commerce, Business Administration, or other relevant fields.
Experience:
- At least four (4) years of progressive working experience in food, goods & services procurement in large operations gained from reputable organizations;
- Experience handling routine transactions/ purchase of commodities/goods/services in complex situations;
- Experience conducting analyses and developing reports.
- Experience working with suppliers or another third party on day to day basis.
- 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.
Language: Fluency (level C) in the English language.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how our own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in the same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with the supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling the team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
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 | Utilizes basic understanding of data sources, procurement systems, Corporate Operating systems, and processes to execute daily tasks. |
| Ethics and Compliance | Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries. |