Procurement Assistant G5 at World Food Programme (WFP)

JOB PURPOSE

• To perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

• 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, verifying receipt and inspection of deliverables, and performing 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.
• Update, manage and maintain relevant databases and records, to ensure the information is accurate, organised, 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.
• Coordinate all procurement processes for field offices ensuring timely delivery of the right goods and services.

OTHER SPECIFIC JOB REQUIREMENTS

• Demonstrate capability to work in partnership with other functional units.
• Strong understanding of procurement systems.
• Strong research and data analysis skills.
• Ability to work in a multi-cultural environment
• Proficiency in utilizing computers, including proficiency in using MS Excel

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education. A post-secondary certificate in Procurement or related functional area. Level 2 CIPS certification (certificate in procurement & supplies). A degree in the functional area is desirable.
• Experience: At least 5 years of progressive experience in Procurement of Goods and Services with specific experience in vendor management.
• Language:  Fluency in both oral and written English.
• Knowledge: Demonstrated knowledge of UN Procurement Processes.  Demonstrated analytical capacity and communication skills. 

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has worked on procurement activities.
• Experience conducting analyses and developing reports.
• Experience working with suppliers or other third party on day to day basis.