Procurement Specialist (SC 8)

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, program, and projects to achieve food security and to reduce hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. The position is located in the FAO Representation in Liberia.

Reporting Lines

Under the overall guidance of the FAO Representative in Liberia and the direct supervision of the Assistant FAO Representative for Administration, the incumbent shall maintain a wide range of contact 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.

Technical Focus

Support and coordination of day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices.

Tasks and Responsibilities

• Review and analyze procurement requests for goods and services for completeness and conformity with established FAO rules, procedures and practice to ensure efficient procurement;
• Oversee the procurement processes and ensure procurement actions are completed in a timely manner in accordance with the relevant rules and procedures;
• Perform operational functions relating to the procurement process, including the preparation of tender documents, issuance of tenders, evaluation of bids, follow-up with suppliers and drafting of contracts/amendment/renewals to contracts;
• Provide secretariat support to the Tender Opening Panel and Local Procurement Committee as appropriate;
• Prepare submissions to the Local Procurement Committee (LPC) and the Headquarters Procurement Committee
(HQPC);
• Advise requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle;
• Convene weekly procurement update meetings;
• Ensure the annual procurement plan is submitted in the shared point and updated quarterly;
• Prepare, review, analyze and share procurement monitoring reports;
• Maintain a proper filing and easily retrievable system for Purchase Orders and Contracts issued for the procurement of goods and services, keep track of any contractual agreements and informs users (as appropriate) of contractual rights and obligations;
• Provide Quality Assurance of Letters of Agreement;
• Prepare documentation for submission of LOAs for signature of the FAOR;
• Prepare documents and issuance of RFP for competitive selection of service providers for Letters of Agreement;
• Act as contact person for Letters of Agreement submitted to HQ for approval;
• Perform any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Master’s degree in procurement, supply chain management, public/business administration or any other relevant field;
• Five years of relevant experience in procurement, with leadership and supervision responsibilities.
• Working knowledge of English.
• National of Liberia.

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.
• Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 2) or equivalent is desirable.
• Thorough knowledge of the ERP Procurement Module
• Ability to work under pressure and in challenging environment.
• Computer skills\: Microsoft Word, Excel, Internet, etc.
• Excellent planning and organizational skills, self-motivated and efficient, with willingness to pay attention to details.
• Previous experience working on international donor projects is highly preferred.
• Working knowledge of MS office and relevant IT tools and software.
• Excellent communication, networking, written and presentation skills.
• Familiar with United Nations System and/or FAO’s programming mechanisms

ADDITIONAL INFORMATION