Procurement Officer (Corporate Procurement & LoA)

Organizational Setting

The Procurement Service (CSLP) provides advice, guidance and oversight on FAO procurement operations and the Letter of Agreement Quality Assurance function, both at headquarters and in FAO Decentralized Offices it provides policy and operational support to ensure that the Organization procures goods, works and services based on "Best Value for Money" principles.

The post is located in the Procurement Service (CSLP) in the Logistics Services Division (CSL) at FAO headquarters in Rome, Italy

Reporting Lines

The Procurement Officer (Corporate Procurement and LoA) reports to the Chief, Procurement Service (CSLP).

Technical Focus

Timely, efficient and effective procurement of goods and services and Quality Assurance for Letters of Agreement (LoA) in compliance with the relevant FAO Rules and Regulations.

Key Results

The planning and delivery of procurement services in accordance with internal policies, United Nations (UN) procurement guidelines and International Standards.

Key Functions

• Leads and/or participates in teams and provides expertise on Organization-wide committees or working groups, and/or supervises staff.
• Supervises, oversees and/or contributes to the delivery of procurement/contractual reporting and activities/services in accordance with FAO policies and regulatory framework.
• Develops and updates the supporting operational, policy, control and/or risk management frameworks, involving the implementation of the latest approaches and methodologies, streamlined business processes, new/revised procurement policies and related tools, systems, technologies and related procedures.
• Analyses procurement and LoA information for inclusion in statutory reports, management reports, procurement statements, and/or reports to donors as well as other specific reports for Governing Bodies, donors and other partners.
• Responds to requests for assistance and provides procurement and regulatory advice and assistance to managers at headquarters and Decentralized Offices.
• Coordinates and ensures initiatives under the Organization's work on the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability into the Organization's daily operations.
• Develops effective working relationships including coaching, mentoring and evaluating staff in the local procurement unit and resolves problems with external providers, donors, partners, and UN procurement executives as well as provides information/clarification to auditors.
• Participates in the development of training and related training materials and promotes best practices and capacity development at headquarters and Decentralized Offices.

Specific Functions

• Provides strategic and technical guidance and advice on procurement activities at headquarters with an emphasis on corporate procurement.
• Manages/oversees procurement activities at headquarters including tendering, selection, preparation and issuance of purchase orders or contracts to ensure conformity with established FAO rules, procedures and practice.
• Liaises and collaborates with Divisions/Offices/Centres at headquarters to ensure compliance with the procurement rules as well as timely and effective procurement.
• Reviews and makes recommendations regarding procurement policies and procedures to enhance effective and efficient implementation of procurement and institutional goals.
• Reviews and clears contracts for procurement of non-routine and/or complex services.
• Contributes to procurement capacity development initiatives at headquarters.
• Establishes approaches for negotiations and conducts all phases of negotiations for procurement activities at headquarters guiding all parties involved as needed.
• Guides involved parties and/or takes the lead in resolving disputes or claims arising out of procurement actions.
• Promotes use of Long-Term Agreements at headquarters and supports collaboration amongst UN agencies, especially Rome-based agencies.
• Sets directions and long-term strategies for the unit and leads the team to achieve the goals.
• As the Head of the Unit, oversees two teams, i.e. the headquarters support team and the headquarters LoA team and their operation, including planning and allocation of work assignments, provision of guidance and advice, assurance of efficiency and effectiveness of the operation as well as quality of work conducted by the team.
• Makes continuous improvements in the team operation and streamlines processes and practices.
• As a subject-matter expert (SME), participates in headquarters' tender opening panels, the Headquarters Procurement Committee (HQPC), the Headquarters LoA Committee, capacity-building activities, and other relevant initiatives.
• Oversees the review of requests for contractual services to ensure completeness and conformity with established FAO rules, procedures and practice and authorizes as delegated, or makes recommendations regarding authorization of exceptions.
• Provides strategic and technical guidance and advice on LoA activities to LoA Responsible Officers and other stakeholders across all organizational units, inclusive in the use or development of alternative contractual instruments to meet the Organization's business requirements.
• Monitors LoA compliance with focus on operational and fraud risks.
• Provides appropriate guidance and support in development of training materials devises the LoA capacity building strategy and its implementation.
• Performs other related duties as required.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in law, business/public administration, finance, economics, commerce, marketing or a related field and seven years of relevant experience in procurement related activities including at least three years of supervisory experience OR
• A first-level degree in law, business/public administration, finance, economics, commerce, marketing or a related field, and nine years of work experience in procurement related activities including at least three years of supervisory experience and completion of professional qualification from an internationally recognized body such as CIPS4, MCIPS, FCIPS or other UN-wide recognized certifications.
• Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions.
• Extent and relevance of experience in the field of the Corporate Environmental Responsibility.
• Demonstrated knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services.
• Extent and relevance of experience in public sector procurement dealing with complex contractual issues including revising, drafting of contract, formulating options and proposing recommendations.
• Extent and relevance of experience in identifying clients' procurement-related needs and in providing support and guidance from clients' point of view.
• Demonstrated ability to draft complex documents in English.